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Service Operations Coordinator

2 months ago

Bend, Oregon, United States Hassan & Sons Inc Full time
Job Description

Position Overview

The Service Operations Coordinator is responsible for managing incoming work requests via phone and digital platforms, ensuring that all requests adhere to established guidelines. This role involves inputting work orders into the management system and determining the most effective response strategy. The coordinator skillfully develops schedules and assigns service technicians to various job sites while maintaining clear communication with all maintenance staff. Accurate record-keeping and log maintenance for all service calls, technician vehicles, and equipment are essential components of this position.

Key Responsibilities:

  • Operate in a dynamic environment handling maintenance requests for numerous gas stations and convenience stores.
  • Demonstrate the ability to make prompt decisions in high-pressure situations.
  • Oversee the dispatching of service technicians to optimize operational efficiency.
  • Field incoming calls from management personnel and evaluate their requirements.
  • Address all overnight messages promptly.
  • Create service tickets for all maintenance requests and generate purchase orders as necessary.
  • Schedule and allocate service technicians to various locations.
  • Conduct follow-ups on all service calls to ensure completion.
  • Maintain the dispatch schedule and board effectively.
  • Anticipate workload for the upcoming days.
  • Review service timecards against scheduled work for maintenance staff.
  • Perform clerical tasks such as organizing and filing service orders.
  • Process invoices for approval.
  • Complete necessary permits and ensure adherence to compliance standards.
  • Order parts and supplies as required.
  • Manage the return process for warranty parts.
  • Collaborate as a team player and contribute positively to team dynamics.
  • Minimize downtime at locations due to maintenance issues.
  • Execute additional duties as assigned.

Qualifications:

  • High School Diploma or equivalent experience.
  • Experience in the gas station or convenience store sector is advantageous.
  • Proficient in general computer operations.
  • Self-motivated with excellent communication skills and a strong customer service orientation.
  • Detail-oriented with a focus on efficiency.
  • Strong organizational and planning abilities, capable of working independently while exercising sound judgment.
  • Ability to prioritize tasks effectively and demonstrate critical thinking skills.
  • Capable of managing stressful situations and resolving conflicts.
  • Adept at handling multiple tasks with frequent interruptions.
  • Committed to workplace safety, adhering to safety protocols, and reporting unsafe conditions.

Physical Requirements and Work Environment:

  • Regularly required to communicate effectively.
  • Frequently required to manipulate tools and equipment.
  • Occasionally required to stand, walk, sit, reach, climb, and perform other physical activities.
  • May occasionally lift and/or move items weighing up to 25 pounds.
  • Specific vision capabilities required include close, distance, and peripheral vision.
  • Work environment typically has a moderate noise level.

The responsibilities outlined above represent the essential functions of this role. This description does not imply that these are the only duties to be performed by the employee. Employees may be required to follow additional job-related instructions and perform other duties as assigned. All responsibilities are subject to modification to accommodate individuals with disabilities, as required by law.