Service Operations Coordinator

Heritage Tractor; Harrison (AR); On-site; USD 40,000 - 60,000; Full time

Job summary

Heritage Tractor in Harrison, AR is seeking an Assistant Service Manager to join our Service Department and help coordinate service work and manage work orders from creation to invoicing.

You will work closely with technicians and other departments to deliver excellent customer service, monitor job progress, and ensure accuracy in billing and documentation while upholding safety standards.

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 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.
• 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.
• Proficiency with Microsoft Office applications and business software.
• Ability to work collaboratively with technicians, customers, and other departments.
• Detail-oriented with a focus on accuracy.
• Ability to adapt to changing priorities.
• Physical ability to sit, stand, and move; lift up to 25 pounds.

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.
• Coordinate equipment pick-up and delivery activities and ensure applicable charges are processed according to company procedures.
• Maintain service department records, files, and equipment documentation.
• Partner with warranty administration personnel to support timely submission of warranty and product improvement claims.
• Support the management of work-in-process (WIP) and other operational performance measures established by the department.
• Work with technicians and other resources to improve job efficiency and workflow.
• Coordinate with the Transportation Department to maintain vehicle maintenance records and support regulatory compliance requirements.
• Provide day-to-day work coordination and support to technicians as directed by the Service Manager.
• Maintain positive working relationships with customers, coworkers, and business partners.
• Contribute to a culture of teamwork, accountability, continuous improvement, and customer service.
• Perform other job-related duties as assigned.

Skills

Customer service

Communication

Organization

Multitasking

Problem solving

Teamwork

Education

High school diploma or equivalent

Tools

John Deere systems

Microsoft Office

Job description

Heritage Tractor in Harrison, AR is seeking an Assistant Service Manager to join our Service Department and help coordinate service work and manage work orders from creation to invoicing.

You will work closely with technicians and other departments to deliver excellent customer service, monitor job progress, and ensure accuracy in billing and documentation while upholding safety standards.