Mobile Service Coordinator

Description

The Mobile Service Coordinator reports directly to the Service Manager and plays a critical role in supporting the daily operations of the Mobile Service Department. This position is responsible for coordinating workflow, ensuring timely and effective customer communication, supporting technicians, and maintaining accurate repair documentation, billing, and invoicing processes. The Mobile Service Coordinator works closely with the Service, Parts, Warranty, and Sales Departments, as well as company leadership, to support operational objectives, enhance customer satisfaction, and drive continued growth of mobile service operations.

Key responsibilities include scheduling repairs, preparing estimates, monitoring repair order (RO) status, maintaining technician timekeeping records, processing invoices, and assisting with customer payments. This role is essential to ensuring the smooth, efficient, and professional flow of mobile service operations while delivering high-quality customer service.

The Mobile Service Coordinator reports directly to the Service Manager and plays a critical role in supporting the daily operations of the Mobile Service Department. This position is responsible for coordinating workflow, ensuring timely and effective customer communication, supporting technicians, and maintaining accurate repair documentation, billing, and invoicing processes. The Mobile Service Coordinator works closely with the Service, Parts, Warranty, and Sales Departments, as well as company leadership, to support operational objectives, enhance customer satisfaction, and drive continued growth of mobile service operations.

Key responsibilities include scheduling repairs, preparing estimates, monitoring repair order (RO) status, maintaining technician timekeeping records, processing invoices, and assisting with customer payments. This role is essential to ensuring the smooth, efficient, and professional flow of mobile service operations while delivering high-quality customer service.

• Service Manager
• Director of Mobile Service
• Mobile Service Technicians
• Parts Counter Personnel
• Warranty Coordinators
• Sales Department
• Customers
• Company Leadership and CCTE Executives

Strong cross-functional collaboration is essential to support efficient repair operations, technician scheduling, and customer satisfaction.

• Meet daily with the Service Manager and service department stakeholders to establish repair strategies based on overnight notes, dispatch sheets, and job priorities.
• Assign work to technicians based on skill level, certifications, workload, and availability.
• Schedule daily mobile service work to ensure optimal technician utilization and customer responsiveness.
• Utilize Decisiv daily to maintain accurate repair status updates and communication on active work orders.
• Monitor repair progress to ensure estimated completion times and customer commitments are met.
• Open and process warranty claims using systems such as Eaton Real Time, Cummins Rapid Serve, and other OEM platforms.
• Obtain required customer authorization, signatures, and contact information prior to starting repair work.
• Accurately document all customer concerns, complaints, and repair requests on repair orders.
• Maintain daily communication with customers regarding estimates, repair progress, and service updates.
• Proactively communicate changes in completion times, revised estimates, or additional repair needs.
• Open, prepare, and process mobile service repair orders accurately and efficiently.
• Recommend invoice adjustments to the Service Manager when necessary.
• Coordinate with the credit department to maintain proper account status (MSR) for all repair orders.
• Verify warranty and recall status and attach supporting documentation to repair orders.
• Ensure all required customer and vehicle information is obtained prior to creating repair orders.
• Assist with collection of payments for completed repairs.
• Review technician write-ups for accuracy, completeness, and proper documentation.
• Ensure all repair orders are completed, closed, and processed within 48 hours.
• Reconcile technician payroll and…