Service Operations Planner - Same-Day Invoicing

Cashman Equipment Co.; Mesa, Northern (AZ, KY); Hybrid; USD 70,000 - 95,000; Full time

Job summary

Cashman Equipment Co. seeks an experienced professional to coordinate repair projects, communicate progress, and ensure invoices are issued the day work completes. You will plan, monitor, and optimize repairs across teams, vendors, and technicians, while maintaining accurate service records and client communications.

The role emphasizes billing integrity, warranty administration, and rapid issue resolution, with emphasis on meeting WIP goals and safety standards in a dynamic service environment.

Qualifications

• Must have extensive interpersonal, organization and planning skills sufficient to assist clients.
• Demonstrate leadership, integrity, quality, teamwork, and a sense of urgency in performing duties and responsibilities.
• Must be willing to consistently learn about CAT products sold and serviced.
• Must have mechanical aptitude.
• Proficiency with computer systems and Microsoft Office products.
• Mathematical skills sufficient to calculate percentages, compute cost per hour charges and project future expenses.
• Ability to maintain consistent attendance.

Responsibilities

• Plans repair jobs through various areas, vendors, and technicians. Coordinates resources to support the repair process.
• Resolves client complaints on billing and warranty issues.
• Manages, monitors, and reports the accuracy and fair estimates/quotes for segment repairs.
• Monitors and communicates the repair process for assigned area. Ensure continued job progress; follow up conversations with documentation in the manager program, with the lead person and the technicians using all current system tools provided.
• Review client repair history, products, or services due provided by the Customer Service Advisor.
• Make policy and warranty recommendations to the appropriate supervisor and discuss/resolve discrepancies before billing review is complete.
• Monitor and manage each work order on a daily basis and have a Pro-Forma summary ready for the client at the completion of requested repairs ensuring that there are no instances where a client does not receive an invoice the same day that the job is completed when job is completed within established timelines.
• Provide continuous review of and improvements to Service Systems, WIP, Time Reporting, Expenses, and Sublet etc.
• Develop procedures to streamline billing and warranty for assigned areas.
• Standardize and update procedures used in reviewing and closing work orders to ensure consistency and accuracy to meet our goal of submitting same day, accurate invoices.
• Assign priorities to open work orders to ensure they are processed to meet WIP goals.
• Ensure that all work performed is according to estimate/quote.
• In the event that the scope of a job changes, ensure that a change-order has been submitted for client approval (by signature or e-mail) and a signed or electronic copy of the approval or denial inserted in the work order before proceeding with updated repairs.
• Briefs supervisors and submits reports on monitoring measures such as, last-date-of-labor to invoice and work leaving shop/completed jobs to pro-forma submitted when job completed.
• Works safely at all times. Adheres to all applicable safety policies. Complies with all company policies, procedures, and standards.

Skills

Interpersonal skills

Organization & planning

Leadership

Integrity

Teamwork

Urgency

CAT product knowledge

Mechanical aptitude

Computer systems proficiency

Microsoft Office

Cost analysis & fractions

Attendance reliability

Education

High school diploma or GED

Job description

Cashman Equipment Co. seeks an experienced professional to coordinate repair projects, communicate progress, and ensure invoices are issued the day work completes. You will plan, monitor, and optimize repairs across teams, vendors, and technicians, while maintaining accurate service records and client communications.

The role emphasizes billing integrity, warranty administration, and rapid issue resolution, with emphasis on meeting WIP goals and safety standards in a dynamic service environment.