Service Operations Coordinator

2 weeks ago


Ocala, Florida, United States Florida Detroit Diesel-Allison Full time

Florida Detroit Diesel Allison is seeking a Service Coordinator.

Position Overview

Reporting directly to the Service Manager, the individual in this role will oversee the comprehensive administration and orchestration of the service department. Key responsibilities encompass the initiation and oversight of service, warranty, inter-company warranty requests, commissioning, sales, and paint projects. The incumbent will monitor material and labor expenses for all non-sales order service, paint, and billable tasks performed outside of production by any department within S&S; evaluate costs and prepare invoices upon job completion. Additionally, the role involves generating monthly cost analyses for labor and materials (both warranty and service) and acting as a liaison with the finance department.


Key Responsibilities
  • Review daily timecards, input data into the system, and submit for review and approval; forward to payroll with emphasis on overtime for billable and warranty tasks.
  • Allocate labor across various jobs; track dated orders and generate weekly monitoring reports.
  • Oversee billing orders and analyze cost comparisons of margins (job cost versus invoiced amount).
  • Manage back orders and evaluate job costing; submit job costing for closure approval, monitor pending orders requiring approvals, and finalize service jobs.
  • Conduct monthly reviews and allocations of Work in Progress (WIP).
  • Create journal entries to assign costs to the appropriate accounts for cross-border service jobs and Pcard transactions.
  • Maintain open purchase orders for ongoing jobs; track outstanding purchases not received, monitor for cancellations, and manage parts added by production planning, external labor, and OTB purchases made by procurement.
  • Ensure all sales files are complete with necessary documentation, including purchase orders, shipping documents, quotes, job costing, customer-signed change orders, and any additional documentation (SOX compliance documents including signed warranty approvals and customer acceptances) for service.
  • Maintain comprehensive service history files and generate detailed customer service summaries.
  • Confirm parts and labor rates, and adjust approved warranty amounts upon job completion. Ensure all documentation is accurate for auditing purposes (Billable - Warranty).
  • Coordinate all aspects related to field service work for both domestic and international travel, including vaccinations, reviewing SOS procedures, passport requirements, entry visas, invitation support documents, cash advances, and any requested Pcard limit increases.
  • Input materials into Bills of Materials (BOMs) for service jobs; prepare weekly summaries of open service orders.
  • Review daily field service reports to verify labor and parts costs for field service, ensuring necessary parts are ordered and/or dispatched to technicians in the field.
  • Monitor service vehicle usage by reviewing service truck logs and sign-in/out sheets from security for service vehicles exiting the premises.
  • Perform other duties as assigned or required in support of the service department.


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