Scheduled Maintenance Program Coordinator

Work Schedule: Monday–Friday, 6:30am–3:30pm or 7:30am–4:30pm

Job Purpose

This role serves as the central hub for Barron Equipment’s Scheduled Maintenance operations. It combines scheduling and dispatch, parts management, and order entry/administration into one position. The Program Coordinator ensures timely completion of customer maintenance programs, accurate parts sourcing, and smooth communication between technicians, sales reps, and customers. Success requires strong organizational skills, proactive problem-solving, and the ability to manage curveballs effectively.

Primary Responsibilities Scheduling & Dispatch

· Serve as first point of contact for scheduled maintenance requests and follow-up repair work.

· Build and manage daily, weekly, and monthly schedules; optimize routes based on location, skill set, and parts readiness.

· Assign technicians to scheduled maintenance and repair work orders, relay job packets with materials and material locations.

· Communicate scheduled jobs up to three months out to customers and internal teams.

· Monitor and review customer maintenance plans and agreements to ensure schedules are adhered to and plans remain active without lapses.

· Collaborate with Maintenance Sales Representatives and Field Technicians to develop accurate, timely quotes for prospective customers.

· Analyze maintenance technician reports to generate detailed, customer-facing service summaries and repair quotations, and ensure prompt follow-up on all proposals

Parts Management

· Identify correct parts, validate fitment/function, and source vendors for cost and availability.

· Track parts orders and ship dates; adjust schedules accordingly.

· Manage truck stock for one-trip completion; conduct regular inventory audits.

· Handle warranty claims and ensure proper documentation.

· Assist technicians in sourcing correct parts and prepare quotes for maintenance repairs.

Order Entry & Administration

· Process order entry for scheduled maintenance and repair work, including creating and managing sales and purchase orders within Prophet 21 and Salesforce.

· Maintain accurate service logs, job notes, and documentation for billing and warranty claims.

· Prepare customer-facing service reports and internal summaries.

· Communicate effectively across multiple platforms with Service, Sales, and Technicians at all locations.

· Leverage available resources proactively to manage workload, adapt to shifting priorities, and maintain efficiency under changing conditions.

Qualifications

· Strong customer service and communication skills.

· Minimum 2 years of administrative experience.

· Knowledge of inside and outside sales workflows.

· Proficient in Microsoft Word & Excel.

· Mechanical aptitude to understand parts fitment and function.

Preferred Qualifications

· Associate’s or Bachelor’s degree in Business or related field.

· Experience with brands like Rytec, Clopay, CHI, PowerAmp, KwikWall.

· Familiarity with Prophet 21, Salesforce, Salesforce Field Service, and Microsoft Teams.

This job description may not be all inclusive, additional duties may be assigned as needed

Barron is an Equal Opportunity Employer

Benefits

· Comprehensive health coverage (medical, dental, vision)

· 401(k) with company match & retirement plan

· Paid time off and flexible scheduling options

· Life insurance and employee assistance program

Scheduled Maintenance Program Coordinator

Location: Davenport, IA | Department: Scheduled Maintenance | Job Type: Full-Time

About the Role:
Join Barron Equipment’s growing Scheduled Maintenance team! This hybrid role combines scheduling & dispatch, parts management, and order entry/admin to keep our scheduled maintenance program running smoothly. You’ll coordinate technicians, source parts, manage inventory, and ensure customers receive timely service and accurate quotes.

What You’ll Do:

· Schedule and dispatch maintenance technicians; optimize routes and timelines.

· Review tech sheets to create customer-facing reports and repair quotes; follow up on quotes.

· Source and track parts, help manage truck stock, and handle warranty claims.

· Enter orders in Prophet 21 and Salesforce; maintain accurate service logs and documentation.

· Communicate across multiple channels with techs and reps in three locations.

· Leverage available resources proactively to manage workload, adapt to shifting priorities, and maintain efficiency under changing conditions.

What We’re Looking For:

· Strong customer service and organizational skills.

· 2 years administrative experience; mechanical aptitude a plus.

· Proficiency in Microsoft Office; familiarity with Prophet 21 and Salesforce preferred.

· Demonstrated ability to work independently and excel in a dynamic environment.

Benefits:
401(k) with match, health/dental/vision insurance, paid time off, flexible schedule, and more.

Apply today and help us deliver exceptional maintenance service!

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $18 - $22