Service Operations Coordinator

5 days ago

Vienna, Virginia, United States Penske Automotive Group Full time
Job Overview

The Service Biller plays a crucial role in ensuring the smooth operation of our service department. As a key member of our team, you will be responsible for planning, organizing, and controlling the flow of service work in a professional and timely manner.

Key Responsibilities
  • Implement and maintain an effective dispatch system to ensure maximum productivity.
  • Schedule shop work according to dealership policy and technician skill level.
  • Prioritize and control all comebacks to ensure proper and prompt attention.
  • Ensure proper repair order documentation, including complaint, cause, and correction noted on every repair order.
  • Review job status frequently and report any changes in time or cost estimates to the Service Advisor and/or customer.
  • Maintain timely and professional contact with service customers.
  • Prepare estimates when required.
  • Review hard copies of repair orders turned in by technicians to ensure that assigned work has been performed and the repair order has been completed properly.
  • Open and close repair orders.
  • Check customer credit status.
  • Prepare a list of needed service department equipment, supplies, and required repairs, and review with the Service Manager as needed.
  • Coordinate parts requirements with the parts department and contact special order parts customers immediately upon receipt of parts orders to schedule appointments.
  • Advises Parts Manager and Service Manager of repetitive shortages so that corrective action can be taken.
  • Maintain high customer satisfaction ratings.
  • Understand, keep abreast of, and comply with federal, state, and local regulations, such as hazardous waste disposal, OSHA Right-to-Know, etc.
  • Ensure that technicians follow warranty material disposition procedures.
  • Communicate job status with the next shift supervisor.
  • Schedule maintenance for service department vehicles and equipment.
  • Follow all attendance and punctuality standards with adherence to timekeeping standards.
  • Follow the Company Code of Business Ethics and Conduct.
  • Uphold the company's non-disclosure and confidentiality policies and agreements.
  • Understand and follow all work rules and procedures and follow lawful directions from supervisors.
  • Maintain a professional appearance for self and subordinates in accordance with company policy.
  • Attend pertinent training on request.
  • Attend company meetings as required.
  • Other duties as assigned.
Requirements
  • High School diploma or equivalent and 1-2 related experience or equivalent combination of education and experience.
  • Minimum of 2 years of auto industry experience in a service-related function.
  • Associate's Degree or equivalent; and 2-3 year related experience and/or training; or equivalent combination of education and experience.
Work Environment/Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Medium - Will lift over 35 pounds at a time and/or frequent lifting or carrying of objects weighing up to or over 20 pounds.

This position will require the employee to be standing for periods of time and, from time to time, may involve long periods of sitting.

This position requires the ability to push, pull, climb, stoop, kneel, reach, grasp, and walk on a regular basis.

This position requires the ability to hear and to talk.

This position requires the ability to perform repetitive motion (doing the same activity over and over throughout the day).

This position is primarily located in an office environment, with heating and air conditioning available.

Position Type/Expected Hours of Work

Works evenings, weekends, and holidays as required.

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