Service Operations Coordinator

Heritage Tractor; California, Northern (MO, KY); Hybrid; USD 42,000 - 65,000; Full time

Job summary

Heritage Tractor is seeking an Assistant Service Manager to coordinate service work, manage work orders, and help deliver a positive customer experience in our service department. You will assist with scheduling, communicate with customers, monitor job progress, and ensure invoices are prepared accurately from creation through billing, while collaborating with technicians and other departments.

This role requires attention to detail, strong organizational skills, and the ability to adapt to

Qualifications

• High school diploma or equivalent.
• Experience in a service department, dealership, or related industry preferred.
• Experience with work order management, scheduling, invoicing, or warranty processes preferred.
• Experience using John Deere systems or similar dealership management software preferred.

Responsibilities

• Support the Service Manager in maintaining a consistent flow of service work and delivering a high level of customer service.
• Coordinate, schedule, and assign service work based on technician skills, availability, and workload.
• Monitor the progress of service jobs and help resolve scheduling or workflow issues that may impact efficiency or customer satisfaction.
• Manage the work order lifecycle, including opening work orders, reviewing documentation, and preparing completed work orders for customer billing.
• Review work orders for accuracy, completeness, labor documentation, and correct parts usage prior to invoicing.
• Prepare accurate and professional customer invoices using established job codes, estimates, and department procedures.
• Communicate with customers regarding service estimates, scheduling, work status, and completion timelines.
• Respond to internal and external customer inquiries related to service department activities.

Skills

Customer service

Scheduling

Invoicing

Work orders

Communication

Microsoft Office

Education

High school diploma or equivalent

Tools

John Deere systems

Dealership management software

Microsoft Office

Job description

Heritage Tractor is seeking an Assistant Service Manager to coordinate service work, manage work orders, and help deliver a positive customer experience in our service department. You will assist with scheduling, communicate with customers, monitor job progress, and ensure invoices are prepared accurately from creation through billing, while collaborating with technicians and other departments.

This role requires attention to detail, strong organizational skills, and the ability to adapt to