Service Operations Coordinator

Heritage Tractor; Smithville (MO); On-site; USD 52,000 - 70,000; Full time

Job summary

Heritage Tractor is seeking an Assistant Service Manager to coordinate service work, manage work orders, and support a positive customer experience. You will schedule service tasks, communicate with customers, monitor progress, and ensure accurate invoicing from start to finish.

Ideal candidates will have a high school diploma and experience in service operations, with proficiency in office software and dealership systems.

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.
• 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 work collaboratively with technicians, customers, and other departments.
• Basic understanding of accounting principles related to invoicing and service operations.

Responsibilities

• Support the Service Manager in maintaining a steady flow of service work and strong customer service.
• Coordinate, schedule, and assign service work based on technician skills and workload.
• Monitor progress and help resolve scheduling or workflow issues affecting efficiency or customer satisfaction.
• Manage the work order lifecycle from creation to invoicing including documentation review.
• Review work orders for accuracy, completeness, and correct parts usage before invoicing.
• Prepare accurate customer invoices using established codes and estimates.
• Communicate with customers on estimates, scheduling, and status updates.
• Respond to internal and external inquiries about service department activities.
• Coordinate equipment pick-up/delivery and ensure charges follow procedures.
• Maintain service department records and equipment documentation.
• Assist warranty administration with timely claims submissions.
• Support WIP and other performance measures for the department.
• Collaborate with technicians to improve workflow and efficiency.
• Coordinate with Transportation to maintain vehicle maintenance records.
• Provide day-to-day support to technicians as directed by the Service Manager.
• Maintain positive relations with customers, coworkers, and partners.
• Contribute to teamwork, accountability, and continuous improvement.

Skills

Customer service

Communication skills

Organizational skills

Attention to detail

Microsoft Office

Education

High school diploma or equivalent

Tools

John Deere systems

Job description

Heritage Tractor is seeking an Assistant Service Manager to coordinate service work, manage work orders, and support a positive customer experience. You will schedule service tasks, communicate with customers, monitor progress, and ensure accurate invoicing from start to finish.

Ideal candidates will have a high school diploma and experience in service operations, with proficiency in office software and dealership systems.