Office and Service Coordinator

Service Motor Company; Town of Wausau (WI); In loco; USD 42.000 - 54.000; Tempo pieno

Vantaggi offerti da questo lavoro

Health Insurance

Vision Insurance

Voluntary Life Insurance

Short-Term & Long-Term Disability

401k Retirement Fund with companymatch

Descrizione del lavoro

Service Motor Company is seeking an Office and Service Coordinator to manage accounting and administrative functions across the dealership store. You will lead customer communication on work orders, maintain profiles, and ensure warranty paperwork is accurate with guidance from the Service Manager.

The role sits within the store management team, requiring a professional, deadline-driven approach, and close collaboration with service and sales departments to keep operations running smoothly.

Competenze

• Associate’s degree or 2-year Technical Degree in a related field.
• 1-3 years of related experience.

Mansioni

• Supports and models the Service Motor Company Mission, Vision, and Values.
• Contacts customers to provide updates on work orders and parts invoices on a regular basis.
• Reviews and explains completed work to customers, consulting with service manager as needed.
• Updates customer profiles and equipment information in Intellidealer.
• Reviews and revises work orders for warranty submissions to optimize warranty reimbursement.
• Completes warranty administration process.
• Takes service calls as needed.

Conoscenze

Meet deadlines

Basic math

Bookkeeping

Customer service

Leadership

Confidentiality

Vision/hearing access

Driver's license

Formazione

Associate or 2-year technical degree

Strumenti

Intellidealer

Descrizione del lavoro

Join the Service Motor Company Team – Make our Family your Home! Are you in search of a fulfilling career where your dedication and hard work are not only recognized but also rewarded? Look no further, because at Service Motor Company, we pride ourselves on being an exceptional place to work, and we're inviting you to be a part of our dynamic team.

Why Service Motor Company?

At Service Motor Company, we understand that a thriving workforce is the cornerstone of our success. Here's why you'll love working with us:First Shift Hours: We offer stable and predictable 1st shift hours, allowing you to maintain a healthy work-life balance.Supportive and Appreciative Environment: We foster a workplace culture that values and appreciates every team member. Your hard work and dedication will never go unnoticed.Career Advancement Opportunities: We believe in nurturing talent from within. Whether you're looking to move up the career ladder or explore new horizons, we offer a range of opportunities to help you achieve your professional goals.Comprehensive Benefits Package:

• Health Insurance
• Vision Insurance
• Voluntary Life Insurance
• Short-Term & Long-Term Disability
• 401k Retirement Fund with company match

Work-Life Balance

We understand the importance of personal time. That's why we offer:

• Paid Time Off Day 1
• Paid Holidays
• Paid Sick Days

Employee Perks

Enjoy additional benefits like employee discounts and our Profit Sharing Plan, which allows you to share in the success you help create.

Summary

This role is responsible for all the accounting and administrative functions at an individual store. As part of the store management team, the Office and Service Coordinator oversees activities throughout the dealership, takes initiative by leading the example of professionalism in the workplace, and by providing excellent customer service as needed. In addition, they are responsible for ensuring that all service department documentation is accurate and complete. The Office and Service Coordinator orchestrates the customer repair process from start to finish in the service department with guidance from the Service Manager.

Required Education and/or Experience

Associate’s degree or 2-year Technical Degree in a related field

1-3 years of related experience

Supervisory Responsibility

This position has no direct reports.

Qualifications

• Ability to meet deadlines.
• Basic math skills.
• Bookkeeping skills.
• Customer service skills.
• Leadership skills.
• Ability to maintain confidentiality.
• Ability to see, with or without the use of vision aid devices.
• Ability to speak and hear, with or without the use of hearing aid devices.
• Ability to drive a motor vehicle with a valid driver's license.

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Supports and models the Service Motor Company Mission, Vision, and Values.
• Contacts customers to provide updates on work orders and parts invoices on a regular basis.
• Reviews and explains completed work to customers, consulting with service manager as needed.
• Updates customer profiles and equipment information in Intellidealer.
• Reviews and revises work orders for warranty submissions to optimize warranty reimbursement.
• Completes warranty administration process.
• Calls customers to promote service department specials and promotions to solicit work.
• Completes monthly vehicle mileage and fuel logs.
• Is an active member of the store leadership team to be available for customers and employees as needed.
• Answers all incoming phone calls and transfers calls to the correct department and takes messages as needed.
• Opens, sorts, and distributes incoming mail and prepares outgoing mail.
• Reconciles the cash till daily and conducts bank deposits.
• Answers any customer inquiries regarding invoices or statements.
• Enters accounts payable items and handles accounts receivable items in the business software system.
• Prepares and sends out sales information.
• Participates and helps organize store events.
• Works with other departments within the dealership to make sure things run smoothly.
• Organize and keep sales information updated for weekly sale meetings.
• Track and manage monthly office expenses for your store.
• Setup customers with access to our online customer portal.
• Inventories and keeps all equipment manuals organized.
• Prepare paperwork and necessary documents for equipment sold to customers.
• Creates, modifies, and closes work orders and purchase orders. Collects all receipts for any over-the-counter transactions.
• In charge of keeping the outlook calendar updated for different departments.
• Print out and reconcile daily timecard reports for the service technicians.
• Prepare and submit contracts for finance when financing is needed for equipment.
• Inventories and orders office and other supplies as needed.
• Scan and file documents in an organized manner.
• Maintains and troubleshoots problems with office equipment.
• Manages vending machines and prepares refreshments for customers as needed.
• Helps with other projects as needed when time permits.
• Look up/close out on parts invoices as needed.
• Takes service calls as needed.

Core Competencies

Customer focus: A commitment to understanding and meeting the needs of customers (internal & external), delivering high-quality service and/or products, and maintaining positive relationships.

Technical skills: Proficiency in specific tools, technologies, or software relevant to the role, with ability to troubleshoot mechanical issues and collaborate with others.

Communication: Effective communication skills, both verbal and written, are crucial for conveying ideas, collaborating with colleagues, and interacting with clients or customers.

Teamwork: The capacity to work collaboratively with others, contribute to group efforts, and foster a positive team environment.

Time management: Effective organizational skills and the ability to prioritize tasks, manage deadlines, and efficiently allocate resources.

Culture: Culture is an important piece to being a Service Motor Company team member, a proper fit and feel is crucial to the success of the company and employees. Culture shapes the external perception of an organization, and a strong organizational culture sets a company apart from its competitors.

Learning skills: Effective learning skills and demonstrates propensity to adapt to changing circumstances and environment. Keep skills current and have the curiosity to develop new skills.

Physical Requirements

This role involves frequent sitting and using hands and fingers to handle objects, tools, and controls. Additionally, it includes standing, walking, reaching with hands and arms, and occasional lifting of up to 50 pounds. These physical demands are typical for successfully performing the essential functions of this job. Reasonable accommodations can be provided for individuals with disabilities to fulfill these essential functions.

Work Environment

You’ll work in both an office and service setting. The office offers consistent light, sound, and temperature, with standard equipment like computers and phones. In the service area, you will handle diesel engines, endure loud noises, and adapt to temperature changes using standard equipment. In this role, you will collaborate with colleagues and customers in the office (a clean production environment) or the service area (a vibrant industrial production environment).

Other Responsibilities

The above description outlines the primary functions of the position and does not cover all potential work requirements. Duties, responsibilities, and tasks may change with or without notice.