Service Operations Coordinator

3 days ago

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

Florida Detroit Diesel-Allison is seeking a highly skilled Service Coordinator to join our team. As a Service Coordinator, you will be responsible for the general administration and coordination of our service department.

Key Responsibilities
  • Service Administration: Manage service, warranty, and inter-company warranty requests, as well as commissioning, sales, and paint jobs.
  • Cost Management: Monitor material and labor costs of all non-sales order service, paint, and billable jobs done outside of production by any department within S&S.
  • Financial Reporting: Prepare monthly cost analysis for labor and materials (warranty and service) and review costs to prepare invoices upon completion of work.
  • Liaison with Finance: Act as liaison with the finance department to ensure accurate and timely financial reporting.
  • Timecard Management: Review daily timecards and input into the system, submitting to the Group Leader or Service Manager for review and approval.
  • Job Tracking: Assign labor allocation between jobs, monitor dated orders, and create weekly tracking reports.
  • Billing and Invoicing: Manage billing orders and track the cost comparison of margins (job cost vs. invoiced amount).
  • Back Order Management: Manage back orders and review job costing, submitting job costing for approval to close and monitoring outstanding orders that require approvals.
  • Work in Progress (WIP) Management: Review and allocate WIP monthly.
  • Journal Entries: Create journal entries to allocate costs to the appropriate accounts for cross-border service jobs and Pcard purchases.
  • Purchase Order Management: Maintain open purchase orders for existing jobs, track outstanding purchases not received on jobs, and monitor for cancellations, parts added by production planning, outside labors, and OTB purchases done by purchasing.
  • Documentation Management: Ensure all sale files contain correct 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.
  • Service History Management: Maintain complete service history files and create customer service detail summaries.
  • Field Service Coordination: Coordinate all facets relating to field service work for domestic and international travel, including vaccinations, review of SOS procedures, passport requirements, entry visas, invitation support documents, cash advances, and any requested Pcard limit increases.
  • Materials Management: Enter materials into Bills of Materials (BOMs) for service jobs and prepare weekly summaries of open service orders.
  • Field Service Reporting: Review daily field service reports, check and balance labor and parts costs for field service, ensure parts required are ordered and/or sent to technicians in the field.
  • Service Vehicle Management: Monitor service vehicle usage, reviewing service truck sheets and sign-in/out sheets from security for service vehicles leaving the yard.
Requirements
  • Education: High School Diploma or General Education Degree (GED) and five to seven years related experience required. Associates or Bachelor's degree strongly preferred.
  • Skills: Ability to perform work accurately and thoroughly, ability to organize and direct a project to completion, ability to effectively build relationships with customers and co-workers, dependable and trustworthy, ability to communicate in writing clearly and concisely, and ability to communicate effectively with others using the spoken word.
  • Computer Skills: Proficient in Microsoft Office applications (Word, Excel, Outlook). Prior experience with JD Edwards / Oracle service system preferred.

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