Service Operations Coordinator

Paycom; Geneseo, Northern (IL, KY); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Paycom is seeking an Assistant Service Manager to support daily service operations, coordinate work orders, and ensure accurate invoicing. You will schedule tasks, communicate with customers, monitor job progress, and work closely with technicians and other departments to improve efficiency and customer satisfaction.

This role emphasizes teamwork, accuracy, and adherence to safety policies, with opportunities to contribute to department performance and process improvements.

Qualifications

• High school diploma or equivalent.
• Administrative, customer service, service operations, dealership, or related experience; or an equivalent combination of education and experience.
• Experience in a service department, dealership, equipment, agricultural, automotive, construction, or related industry preferred.
• Experience working with work order management, scheduling, invoicing, or warranty processes preferred.
• Experience using John Deere systems or similar dealership management software preferred.
• General understanding of mechanical, technical, or equipment-related terminology preferred.
• Knowledge of general office procedures and administrative practices.
• Basic understanding of accounting principles related to invoicing and service operations.
• Strong customer service and interpersonal skills.
• Effective verbal and written communication skills.
• Ability to organize, prioritize, and manage multiple tasks in a deadline-driven environment.
• Ability to coordinate schedules, workflows, and customer communications effectively.
• Strong problem-solving and follow-up skills.
• Ability to review documentation for completeness and accuracy.
• Basic proficiency with Microsoft Office applications, business software, and internet-based systems.
• Ability to work collaboratively with technicians, customers, and other departments.
• Strong attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and handle sensitive business information appropriately.
• Ability to adapt to changing priorities and operational needs.
• Ability to sit, stand, walk, and move throughout office and service department environments.
• Ability to use a computer, keyboard, mouse, and other standard office equipment for extended periods.
• Ability to occasionally lift, carry, or move items weighing up to 25 pounds, with or without reasonable accommodation.
• May be exposed to equipment, machinery, noise, and shop conditions when working in service department areas.
• Must follow established safety policies and procedures.
• Limited travel may be required for meetings, training, or business-related activities

Responsibilities

• Support the Service Manager in maintaining a consistent flow of service work and customer service.
• Coordinate, schedule, and assign service work based on technician skills, availability, and workload.
• Monitor progress of service jobs and help resolve scheduling or workflow issues.
• Manage the work order lifecycle from opening to invoicing, ensuring accuracy.
• Review work orders for accuracy, labor documentation, and correct parts usage prior to invoicing.
• Prepare accurate and professional customer invoices using established job codes and estimates.
• Communicate with customers regarding estimates, scheduling, status, and timelines.
• Respond to inquiries related to service department activities.
• Coordinate equipment pick-up and delivery activities and process charges accordingly.
• Maintain service department records, files, and equipment documentation.
• Support warranty submissions and product improvement claims with warranty administration.
• Support work-in-process and other departmental performance measures.
• Work with technicians and resources to improve efficiency and workflow.
• Coordinate with Transportation to maintain vehicle maintenance records and compliance.
• Provide day-to-day work coordination and support to technicians as directed.
• Maintain positive relationships with customers, coworkers, and partners.
• Contribute to teamwork, accountability, continuous improvement, and customer service.
• Perform other job-related duties as assigned.

Job description

Paycom is seeking an Assistant Service Manager to support daily service operations, coordinate work orders, and ensure accurate invoicing. You will schedule tasks, communicate with customers, monitor job progress, and work closely with technicians and other departments to improve efficiency and customer satisfaction.

This role emphasizes teamwork, accuracy, and adherence to safety policies, with opportunities to contribute to department performance and process improvements.