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Service Operations Coordinator

2 months 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 coordination of the service department. Key responsibilities encompass the initiation and management of service, warranty, inter-company warranty requests, commissioning, sales, and paint projects. The coordinator will monitor material and labor expenses for all non-sales order service, paint, and billable jobs executed outside of production by any department within the organization; they will review costs and prepare invoices upon the completion of work. Additionally, the coordinator will prepare monthly cost analyses for labor and materials related to warranty and service. This role also serves as a liaison with the finance department.


Key Responsibilities
  • Evaluate daily timecards and input data into the system; submit for review and approval to the Group Leader or Service Manager; forward to payroll, highlighting overtime on billable and warranty jobs.
  • Allocate labor across various jobs; monitor dated orders and generate weekly tracking reports.
  • Oversee billing orders and track cost comparisons of margins (job cost versus invoiced amount).
  • Manage back orders and review job costing; submit job costing for approval to finalize, monitor outstanding orders requiring approvals, and close service jobs.
  • Conduct monthly reviews and allocations of Work in Progress (WIP).
  • Create journal entries to allocate costs to the appropriate accounts for cross-border service jobs and Pcard purchases.
  • Maintain open purchase orders for ongoing jobs; track outstanding purchases not received on jobs, monitor for cancellations, parts added by production planning, outside labor, and OTB purchases conducted by purchasing.
  • Ensure all sales files contain accurate documentation such as purchase orders, shipping documents, quotes, job costing, customer-signed change orders, and any additional documentation required for compliance.
  • Maintain comprehensive service history files and create detailed customer service summaries.
  • Confirm parts and labor rates, adjustments to approved warranty amounts upon job completion. Ensure all documentation is precise for auditing purposes (Billable - Warranty).
  • Coordinate all aspects related to field service work for both domestic and international travel, including vaccinations, review of 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 – verify labor and parts costs for field service, ensure necessary parts are ordered and/or dispatched to technicians in the field.
  • Monitor service vehicle usage by reviewing service truck sheets and sign-in/out sheets from security for service vehicles departing the premises.
  • Perform other duties as assigned and/or required to support the service department.