Work Order Coordinator

Wheeler Machinery Co.; Salina (UT); On-site; USD 38,000 - 52,000; Full time

Job summary

Wheeler Machinery Co. is seeking a Work Order Coordinator to manage the workflow from initiation to completion, ensuring timely processing and satisfied customers.

This role requires strong organization, communication, and the ability to coordinate with service advisors, technicians, and parts staff to keep orders on schedule.

Qualifications

• High school diploma or equivalent required; Associate degree preferred.
• Experience with work order systems is advantageous.
• Strong organizational and communication skills are essential.

Responsibilities

• Monitor and track the progress of work orders from initiation to completion.
• Ensure all necessary information and documentation are included on each work order.
• Ensure warranty and SIMS details are accurate and documented.
• Close and invoice work orders within 5 days of last labor.
• Communicate with Service Advisors regarding labor hours and reports.
• Coordinate with the parts department for timely parts and returns.
• Update Advisors on status and address inquiries.
• Maintain accurate updates in ServiceLink.
• Prioritize work orders by FIFO, urgency, and resource availability.
• Ensure deadlines are met and avoid non-WIP work orders in Finalizing longer than 24 hours.
• Review completed work orders for accuracy and completeness.
• Follow up to verify customer satisfaction and address issues.
• Suggest improvements to work order processes.

Skills

Organization

Communication

Interpersonal skills

Office software

multitasking

Customer service

Professionalism

Education

High school diploma or equivalent

Associate degree in Business Administration or related field

Tools

Work order management systems

Job description

Description

The Work Order Coordinator is responsible for managing and coordinating the workflow of work orders to ensure efficient processing and timely completion. This role exists to streamline operations, enhance customer satisfaction, and optimize resource allocation. The coordinator will oversee the managing, tracking, and resolution of work orders, facilitating communication between advisors, service technicians, parts departments, and customers.

Duties And Responsibilities

• Monitor and track the progress of work orders from initiation to completion.
• Ensure all necessary information and documentation are included on each work order.
• Ensure all warranty and SIMS details are accurate and documented on each work order.
• Work with Service Advisors to close and invoice all work orders in less than 5 days from last labor.
• Communicate effectively with service department regarding labor hours and service reports on correct segments.
• Communicate effectively with parts department to ensure parts are on correct segments and the timely return of unused parts and cores.
• Update Service Advisors on the status of work orders and address any inquiries.
• Update held-ups in ServiceLink to reflect timely, accurate updates of current work order status.
• Prioritize work orders based on FIFO (First In, First Out), urgency, and resource availability.
• Ensure that all deadlines are met, and no non-WIP work orders are in Finalizing status longer than 24 hours.
• Review completed work orders to ensure accuracy and completeness.
• Conduct follow-up to verify customer satisfaction and address any issues.
• Implement improvements to work order processes based on feedback and observations.
• Perform All Other Duties as Assigned
• Undertake additional tasks and responsibilities as needed to support the service department and dealership operations.

Required Qualifications

• High school diploma or equivalent; Associate degree in Business Administration or related field preferred.
• Familiarity with work order management systems and dealership operations is advantageous.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in using office software, including word processing and spreadsheet applications.
• Ability to manage multiple tasks and prioritize effectively.
• Capability to work independently and as part of a team.
• Competency in problem-solving and decision-making.
• Demonstrates a strong customer service orientation.
• Exhibits professionalism and maintains a positive attitude.

Professional Certification

• Certification in business administration or management is a plus but not required.

Preferred Qualifications

• Previous experience in a similar role or in a service department is preferred.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c).