Service Coordinator

Job Summary

Performs administrative and coordination duties to support the service department's daily operations. Responsible for managing service requests, tracking job costs, coordinating labor and materials, and ensuring accurate billing and documentation. Acts as a liaison between service and finance functions while maintaining records, monitoring work progress, and supporting field service activities.

Responsibilities

• Review and process daily timecards; submit for approval and forward to payroll, highlighting overtime and job allocations.
• Assign labor to service jobs and monitor job progress through tracking reports.
• Manage billing orders and compare job costs against invoiced amounts.
• Monitor back orders, review job costing, and close completed service jobs upon approval.
• Review and allocate Work in Progress (WIP) on a monthly basis.
• Prepare journal entries for cost allocation, including cross-border service jobs and purchases.
• Maintain and track purchase orders, outstanding materials, and external labor costs.
• Ensure all service documentation is complete and compliant, including purchase orders, job costing, and warranty records.
• Maintain service history records and prepare customer service summaries.
• Verify parts and labor rates; adjust warranty costs as needed and ensure audit-ready documentation.
• Coordinate field service logistics, including travel arrangements, documentation, and compliance requirements.
• Enter materials into Bills of Materials (BOMs) and prepare reports on open service orders.
• Review field service reports to ensure accuracy of labor and material usage.
• Monitor service vehicle usage and maintain related logs.
• Support general service department operations and perform additional duties as required.

Qualifications

• High School Diploma or GED with 5–7 years of related experience (Associate's or Bachelor's degree preferred).
• Strong organizational and project coordination skills.
• Ability to communicate effectively both verbally and in writing.
• Detail-oriented with strong accuracy and problem-solving abilities.
• Ability to build and maintain professional relationships.

Skills & Abilities

• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience with service management or ERP systems (e.g., JD Edwards / Oracle preferred).
• Strong analytical skills for cost tracking and reporting.
• Ability to manage multiple tasks and meet deadlines.