OPERATIONS COORDINATOR

POSITION SUMMARY

The Service/Parts/Shop Coordinator provides general clerical and hands on support duties in Service and Parts operations to assist managers and shop/field technicians as outlined below.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Assist in managing incoming calls for the branch
• Assist in posting employee time to appropriate work orders
• Generate and distribute internal purchase orders
• Assist in completion of field and shop paperwork
• Assist in schedules for pickup and delivery of shop jobs
• Assist in keeping Service Manager informed of day to day service operations
• Previews work orders for correct account number and appropriate service charges
• Post work orders and process for mailing
• Contact customers as needed to obtain purchase order numbers
• Work with Service Manager to lower WIP (follow up with techs), achieve 95% PM completion and to generate service quotes
• Generate and distribute service reports as needed
• Read catalogs, microfiche viewers, or computer displays in order to determine replacement part stock numbers and prices.
• Determine replacement parts required, according to inspections of old parts, customer requests, or customers' descriptions of malfunctions.
• Receive and fill telephone orders for parts.
• Fill customer orders from stock.
• Prepare parts counter tickets/slips
• Receive payment or obtain credit authorization.
• Take inventory of stock.
• Advise customers on substitution or modification of parts when identical replacements are not available.
• Examine returned parts for defects, and exchange defective parts or refund money.
• Mark and store parts in stockrooms according to prearranged systems.
• Discuss use and features of various parts, based on knowledge of machines or equipment.
• Demonstrate parts and functionality.
• Place new merchandise on display.
• Measure parts, using precision measuring instruments, in order to determine whether similar parts may be machined to required sizes.
• Prepare parts for internal transfer between branches.
• Distribute internal shuttle shipment on incoming parts transfers.
• Works with the Service Manager/Operations Manager and Parts Manager to support strategic plans, objectives, and goals, as it relates to customer service quoting and invoicing.
• Works with service technicians to determine labor repair requirements to provide customers with best repair value and Equipment Depot reasonable revenue.
• Handles quote requests, concerns, and complaints in a prompt and professional manner.
• Knowledgeable of the internal operation system and uses the tools available to create quotes.
• Ensures quotes are accurate, complete, and follow reasonable repair guidelines regarding parts, labor hours, and sublet repairs (as required).
• Develops procedures for tracking quote approval, subsequent parts orders, and establishing shop and fields repair schedules (working with the Service Manager).
• Works with the Service Manager and the Operations Manager to develop a standard quote book (Flat rate) to increase quote response times.
• Fills in for the service or PM dispatcher as required.
• Assists in the implementation and use of the Service Automation System
• Presents and maintains a professional image/ manner in performing role.
• Duties as assigned within the shop to find tag and ready equipment for truck driver p/u as well as branch inventory control measures.
• Learn and be a secondary tire press operator in the event that the primary tire press operator is not available on an as needed basis.
• Other duties as assigned

SKILLS & ABILITIES

Education: Minimum High school diploma or GED
Experience: 2-5 years of experience in sales coordination, or other administrative discipline
Computer Skills: Basic knowledge and abilities of Microsoft Office products
Other Requirements:

• Ability to manage multiple tasks simultaneously and adjust to changing priorities
• Extensive knowledge of equipment repair procedures and techniques
• Knowledge of service software relating to quoting, scheduling, and invoicing
• Knowledge of parts software relating to quoting and invoicing.

WORK ENVIRONMENT

Work environment varies from office to job site to industrial locations

OUR CORE VALUES

Passion to Perform- We are passionate to perform and focus on concrete achievements
Trust to Act- We are empowered to act, and act in a powerful way
Act Responsibly- We are responsible for our actions and the consequences they have for our stakeholders and our environment
Make it Fun!- We are serious about making work fun; its the way we do things

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.