Service Coordinator Job Waipahu area,Hawaii USA,Administrative/Clerical

Service Coordinator

Hawthorne Cat is a family-owned company that has led its markets for over 60 years in the sale, rental, and servicing of construction machinery and power generation equipment for industries on which our communities depend like agriculture, construction, marine, and government.

Every member of our team plays a significant role in our success. Hawthorne Cat hires individuals who share our vision of Building Better Communities with our Customers and our values of Passion, Respect, Integrity, Dedication and Excellence (PRIDE).

If you are looking to build your future with an established, thriving company with countless opportunities for growth and advancement, you've come to the right place! At Hawthorne Cat, we're always looking for exceptionally skilled, hardworking individuals interested in contributing to our success and the success of the communities that we serve.

Our people are our most valuable asset. That's why at Hawthorne Cat we are committed to a comprehensive employee benefit program that helps our employees stay healthy, feel secure, and maintain a work/life balance.

Job Title: Service Coordinator

Reports To: Service Manager

FLSA Status: Non-exempt

Division: HPC

Department: Service

Locations: Waipahu

Position Summary: Under the direction of the Service Manager the Service Coordinator provides administrative assistance to expedite the processing of customer, warranty, and internal work orders. The Service Coordinator assists the Service Manager in job closing by interpreting service reports and ensuring appropriate entries are made on completed jobs prior to billing. The Service Coordinator performs a wide variety of clerical and administrative duties pertaining to shop operation and work order control.

The Service Coordinator is knowledgeable in all standard and extended warranty programs and works with the Sales department or other dealers to determine the type of coverage at the time of job opening. The Service Coordinator assists Service Managers in keeping customers informed on job status or changes on job status.

Essential Functions:

Directs activities of the Service Clerk or additional clerical assistants who may be assigned.

Reconciles the mechanic's computer time card with payroll time attendance records.

Opens all work orders for repair jobs, files documents in appropriate job jackets, and prior to closing all completed jobs, checks for errors.

Orders supplies needed for repair jobs and shop use and issues purchase orders to the vendors involved.

Assists with answering incoming telephone calls.

Distributes all Service department's incoming and outgoing mail.

Reviews shop requisitions written by Parts department.

Files all Service department literature, correspondence, and history files.

Issues purchase orders to authorized shop personnel for the purchase of supplies.

Obtains credit approval for revenue work orders as required.

Coordinates with the Service Manager and Service Supervisor on status of jobs in process in order to keep the Work-In-Progress (WIP) at a manageable level.

Ensures timely submission of service reports by mechanics for all jobs on the SIMS reporting system. Obtains SIMS reports to authenticate warranty coverage on equipment sold by other dealers.

Works with warranty writers and administrators to process and submit Caterpillar warranty claims for reimbursement.

Upon request, keeps the Service Manager informed on the process of quoted and flat rate jobs.

Coordinates with the Customer and Service department and schedules pickups and delivery for equipment.

Coordinates with the Service Managers and prepares work schedule for mechanics.

Reviews Caterpillar service letters pertaining to safety modifications, PSP's or PIP's. Determines units located on Oahu, which require critical improvements, see that work orders are opened and initiate parts procurement.

Coordinates with the Service Managers and contact customers to schedule contract maintenance or performance of PSP's or PIP's.

Assists in preparation of quotations, facsimile invoices, reports, and other documents.

Oversees maintenance of vacation and sick leave records for service employees.

As required, researches…