Service Coordinator
Job in
Waipahu, Honolulu County, Hawaii, 96797, USA
Listing for:
Hawthorne Cat
Full Time
position
Listed on 2026-07-13
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Administrative Management, Clerical, Admin Assistant
Salary/Wage Range or Industry Benchmark: 27552 - 39950 USD Yearly
USD
27552.00
39950.00
YEAR
Job Description & How to Apply Below
Hawthorne CAT® is an Equal Employment Opportunity/Affirmative Action Employer. M/F/Disability/Protected Veteran Status Hawthorne CAT® participates in E-Verify Waipahu, Hawaii, United States.
Position Title: Service Coordinator
Reports to: Service Manager
FLSA Status: Non-exempt
Division: HPC
Department: Service
Locations: Waipahu
JOB DESCRIPTION Position 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 mechanics 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 departments 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, PSPs or PIPs. 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 PSPs or PIPs.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 customers complaints to determine if discrepancies exist and assists Service Managers in resolution of disputes. Processes any adjustments or corrections as directed by the Service Manager.Assists the Service Manager in administration of Hawthornes safety, credit, housekeeping, and other rules, policies, and procedures.Keeps the Service Managers currently informed on all matters of managerial importance.Performs other Service department duties as required.Assists manager to ensure departmental key metrics are monitored and sustained.Assists manager in identifying areas of training that are needed for support staff.EDUCATION, EXPERIENCE, AND
SKILLS REQUIRED:Must have a high school diploma or equivalent.Must have a valid Drivers License with a good driving…
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