Service Coordinator at Hawthorne
Kahului, HI
About the Job
Overview
We Build Better Communities
Be Part of the Hawthorne Difference!
Hawthorne Cat is a family-owned company that has led its markets for over 60 years in the sale, rental, and servicing of construction machinery and power generation equipment for industries on which our communities depend like agriculture, construction, marine, and government.
Every member of our team plays a significant role in our success
Hawthorne Cat hires individuals who share our vision of Building Better Communities with our Customers and our values of Passion, Respect, Integrity, Dedication and Excellence (PRIDE).
If you are looking to build your future with an established, thriving company with countless opportunities for growth and advancement, you’ve come to the right place! At Hawthorne Cat, we’re always looking for exceptionally skilled, hardworking individuals interested in contributing to our success and the success of the communities that we serve.
Our people are our most valuable asset
That’s why at Hawthorne Cat we are committed to a comprehensive employee benefit program that helps our employees stay healthy, feel secure, and maintain a work/life balance.
We are currently seeking talented individuals for our Service Coordinator position!
Here is some of what you’ll do…
POSITION SUMMARY: Under the direction of the Service Supervisor, the Service Coordinator provides administrative assistance to expedite the processing of customer, warranty, and internal work orders
The Service Coordinator assists the Service Supervisor in job closing by interpreting service reports and ensuring appropriate entries are made on completed jobs prior to billing
The Service Coordinator performs a wide variety of clerical and administrative duties pertaining to shop operation and work order control
The Service Coordinator is knowledgeable in all standard and extended warranty programs and works with the Sales department or other dealers to determine the type of coverage at the time of job opening
The Service Coordinator assists the Service Supervisor in keeping customers informed on job status or changes on job status.
Responsibilities
ESSENTIAL FUNCTIONS:
Directs activities of the Service Clerk or additional clerical assistants who may be assigned.
Reconciles the mechanic’s computer time card with payroll time attendance records.
Opens all work orders for repair jobs, files documents in appropriate job jackets, and prior to closing all completed jobs, checks for errors.
Orders supplies needed for repair jobs and shop use and issues purchase orders to the vendors involved.
Assists with answering incoming telephone calls.
Distributes all Service department’s incoming and outgoing mail.
Reviews shop requisitions written by Parts department.
Files all Service department literature, correspondence, and history files.
Issues purchase orders to authorized shop personnel for the purchase of supplies.
Obtains credit approval for revenue work orders as required.
Coordinates with the Service Supervisor on status of jobs in process in order to keep the Work-In-Progress (WIP) at a manageable level.
Ensures timely submission of service reports by mechanics for all jobs on the SIMS reporting system
Obtains SIMS reports to authenticate warranty coverage on equipment sold by other dealers.
Works with warranty writers and administrators to process and submit Caterpillar warranty claims for reimbursement.
Upon request, keeps the Service Supervisor informed on the process of quoted and flat rate jobs.
Coordinates with the Customer and Service department and schedules pickups and delivery for equipment.
Coordinates with the Service Supervisor and prepares work schedule for mechanics.
Reviews Caterpillar service letters pertaining to safety modifications, PSP’s or PIP’s
Determines units located on Oahu, which require critical improvements, see that work orders are opened and initiate parts procurement.
Coordinates with the Service Supervisor and contact customers to schedule contract maintenance or performance of PSP’s or PIP’s.
Assists in preparation of quotations, facsimile invoices, reports, and other documents.
Oversees maintenance of vacation and sick leave records for service employees.
As required, researches customer’s complaints to determine if discrepancies exist and assists the Service Supervisor in resolution of disputes
Processes any adjustments or corrections as directed by the Service Supervisor.
Assists the Service Supervisor in administration of Hawthorne’s safety, credit, housekeeping, and other rules, policies, and procedures.
Keeps the Service Supervisor currently informed on all matters of managerial importance.
Performs other Service department duties as required.
Assists manager to ensure departmental key metrics are monitored and sustained.
Assists manager in identifying areas of training that are needed for support staff.
Qualifications
EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:
Must have a high school diploma or equivalent.
Must have a valid Drivers License with a good driving record.
Must have PC skills.
Must have customer service experience and be diplomatic, courteous, and have great attention to detail.
Supervisory skills and experience preferred.
At least 5 years in a service shop environment required.
PHYSICAL DEMANDS:
Walking: Moves about on foot, often up and down stairs.
Handling: Seizes, helps, or works with hands.
Lifting: Raises or lowers miscellaneous paperwork.
Reaching: Extends hands and arms in any direction.
Stooping: Bends body downward and forward by bending at knees or waist.
Standing: Remains in standing position if required to perform various functions of the job.
Vision: Reads paperwork, employment files, and records on the computer.
Talking: Communicates by radio, phone, and in person.
Sitting: Sits at desk for extended periods.
ENVIRONMENTAL:
Noise: Works in conditions with constant or intermittent noise.
Temp/Weather: Works in an office and shop environment with variations of temperature and weather.
Here’s what we Offer…
Competitive Compensation
A great work environment and culture
Career growth and advancement opportunities
Training
Medical, Dental and Vision plans
Medical Video Appointments available
Health Savings Account available
Paid Time Off (PTO) Pay
401(k) Plan + Company Matching
Health and Dependent Care Flexible Spending Accounts
Life & Accident Insurance
Employee Assistance Programs
Legal Plan
Travel Assistance Plan
Wellness Programs
Referral Bonus Program
Longevity Bonus Program
Recognition Programs and much more
Hawthorne CAT discounts
Boot Reimbursement
Tuition Reimbursement
Company-Supplied Uniforms
Advanced Technical Training
Estimated Compensation $20-$25 per hour
ACCOMMODATIONS: Reasonable accommodations for essential functions of the position will be considered.
Hawthorne Cat® is an Equal Employment Opportunity/Affirmative Action Employer
M/F/V/D
Hawthorne Cat® Participates in E-Verify.
We Build Better Communities
Be Part of the Hawthorne Difference!
Hawthorne Cat is a family-owned company that has led its markets for over 60 years in the sale, rental, and servicing of construction machinery and power generation equipment for industries on which our communities depend like agriculture, construction, marine, and government.
Every member of our team plays a significant role in our success
Hawthorne Cat hires individuals who share our vision of Building Better Communities with our Customers and our values of Passion, Respect, Integrity, Dedication and Excellence (PRIDE).
If you are looking to build your future with an established, thriving company with countless opportunities for growth and advancement, you’ve come to the right place! At Hawthorne Cat, we’re always looking for exceptionally skilled, hardworking individuals interested in contributing to our success and the success of the communities that we serve.
Our people are our most valuable asset
That’s why at Hawthorne Cat we are committed to a comprehensive employee benefit program that helps our employees stay healthy, feel secure, and maintain a work/life balance.
We are currently seeking talented individuals for our Service Coordinator position!
Here is some of what you’ll do…
POSITION SUMMARY: Under the direction of the Service Supervisor, the Service Coordinator provides administrative assistance to expedite the processing of customer, warranty, and internal work orders
The Service Coordinator assists the Service Supervisor in job closing by interpreting service reports and ensuring appropriate entries are made on completed jobs prior to billing
The Service Coordinator performs a wide variety of clerical and administrative duties pertaining to shop operation and work order control
The Service Coordinator is knowledgeable in all standard and extended warranty programs and works with the Sales department or other dealers to determine the type of coverage at the time of job opening
The Service Coordinator assists the Service Supervisor in keeping customers informed on job status or changes on job status.
Responsibilities
ESSENTIAL FUNCTIONS:
Directs activities of the Service Clerk or additional clerical assistants who may be assigned.
Reconciles the mechanic’s computer time card with payroll time attendance records.
Opens all work orders for repair jobs, files documents in appropriate job jackets, and prior to closing all completed jobs, checks for errors.
Orders supplies needed for repair jobs and shop use and issues purchase orders to the vendors involved.
Assists with answering incoming telephone calls.
Distributes all Service department’s incoming and outgoing mail.
Reviews shop requisitions written by Parts department.
Files all Service department literature, correspondence, and history files.
Issues purchase orders to authorized shop personnel for the purchase of supplies.
Obtains credit approval for revenue work orders as required.
Coordinates with the Service Supervisor on status of jobs in process in order to keep the Work-In-Progress (WIP) at a manageable level.
Ensures timely submission of service reports by mechanics for all jobs on the SIMS reporting system
Obtains SIMS reports to authenticate warranty coverage on equipment sold by other dealers.
Works with warranty writers and administrators to process and submit Caterpillar warranty claims for reimbursement.
Upon request, keeps the Service Supervisor informed on the process of quoted and flat rate jobs.
Coordinates with the Customer and Service department and schedules pickups and delivery for equipment.
Coordinates with the Service Supervisor and prepares work schedule for mechanics.
Reviews Caterpillar service letters pertaining to safety modifications, PSP’s or PIP’s
Determines units located on Oahu, which require critical improvements, see that work orders are opened and initiate parts procurement.
Coordinates with the Service Supervisor and contact customers to schedule contract maintenance or performance of PSP’s or PIP’s.
Assists in preparation of quotations, facsimile invoices, reports, and other documents.
Oversees maintenance of vacation and sick leave records for service employees.
As required, researches customer’s complaints to determine if discrepancies exist and assists the Service Supervisor in resolution of disputes
Processes any adjustments or corrections as directed by the Service Supervisor.
Assists the Service Supervisor in administration of Hawthorne’s safety, credit, housekeeping, and other rules, policies, and procedures.
Keeps the Service Supervisor currently informed on all matters of managerial importance.
Performs other Service department duties as required.
Assists manager to ensure departmental key metrics are monitored and sustained.
Assists manager in identifying areas of training that are needed for support staff.
Qualifications
EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:
Must have a high school diploma or equivalent.
Must have a valid Drivers License with a good driving record.
Must have PC skills.
Must have customer service experience and be diplomatic, courteous, and have great attention to detail.
Supervisory skills and experience preferred.
At least 5 years in a service shop environment required.
PHYSICAL DEMANDS:
Walking: Moves about on foot, often up and down stairs.
Handling: Seizes, helps, or works with hands.
Lifting: Raises or lowers miscellaneous paperwork.
Reaching: Extends hands and arms in any direction.
Stooping: Bends body downward and forward by bending at knees or waist.
Standing: Remains in standing position if required to perform various functions of the job.
Vision: Reads paperwork, employment files, and records on the computer.
Talking: Communicates by radio, phone, and in person.
Sitting: Sits at desk for extended periods.
ENVIRONMENTAL:
Noise: Works in conditions with constant or intermittent noise.
Temp/Weather: Works in an office and shop environment with variations of temperature and weather.
Here’s what we Offer…
Competitive Compensation
A great work environment and culture
Career growth and advancement opportunities
Training
Medical, Dental and Vision plans
Medical Video Appointments available
Health Savings Account available
Paid Time Off (PTO) Pay
401(k) Plan + Company Matching
Health and Dependent Care Flexible Spending Accounts
Life & Accident Insurance
Employee Assistance Programs
Legal Plan
Travel Assistance Plan
Wellness Programs
Referral Bonus Program
Longevity Bonus Program
Recognition Programs and much more
Hawthorne CAT discounts
Boot Reimbursement
Tuition Reimbursement
Company-Supplied Uniforms
Advanced Technical Training
Estimated Compensation $20-$25 per hour
ACCOMMODATIONS: Reasonable accommodations for essential functions of the position will be considered.
Hawthorne Cat® is an Equal Employment Opportunity/Affirmative Action Employer
M/F/V/D
Hawthorne Cat® Participates in E-Verify.
