Parts and Service Coordinator

Description
The Parts & Service Coordinator serves as the operational hub between customers, service technicians, and the parts department. This role is responsible for managing the day-to-day flow of work orders, parts orders, and customer communications that keep the service department running efficiently. The ideal candidate is organized, proactive, and comfortable working in a fast-moving dealership environment where priorities shift quickly and accuracy matters.

Customer & Work Order Coordination

• Serve as the primary point of contact for customers dropping off equipment for service or picking up parts orders.
• Open, update, and close work orders in the Company DMS; ensure all job lines, labor codes, and technician notes are accurately entered.
• Communicate job status updates to customers proactively — including estimated completion dates, parts delays, and additional findings discovered during service.
• Obtain customer approvals for additional repairs or parts before work proceeds.
• Prepare and review work order invoices for accuracy prior to customer billing.

Parts Coordination

• Source, order, and receive parts for open service work orders and over-the-counter customer sales.
• Coordinate with the Parts & Service Manager on special orders, back-order items, and OEM warranty parts procurement.
• Ensure parts are staged and available prior to technician job start — communicate delays immediately.
• Maintain accurate parts inventory records in the DMS; flag discrepancies for reconciliation.
• Process parts returns and warranty claims in accordance with OEM dealer procedures.

Scheduling & Dispatch

• Maintain the service department schedule; coordinate technician workload assignments with the Parts & Service Manager.
• Monitor open work orders daily and escalate aging or stalled jobs to management.
• Assist with scheduling field service calls, including coordinating technician travel logistics when needed.

Administrative & Reporting

• Maintain accurate customer and equipment records in the DMS, including machine serial numbers, service history, and warranty registration.
• Generate and distribute daily and weekly service department reports as directed by the Parts & Service Manager.
• Process incoming and outgoing mail, invoices, and vendor documents related to the parts and service department.
• Support warranty claims submission and tracking across all OEM product lines
• Assist in month-end parts and labor reconciliation reporting.
• High school diploma or GED; Associate’s degree or technical certification preferred.
• 2 years of experience in a service coordination, parts counter, or dealership administrative role.
• Strong organizational skills with high attention to detail and the ability to manage multiple open tasks simultaneously.
• Clear, professional communication skills — both written and verbal — with customers, vendors, and teammates.
• Basic mechanical aptitude; familiarity with heavy equipment, agriculture, or construction machinery is preferred.
• Proficiency with standard office tools including email, spreadsheets, and digital filing systems.

Pay: $24.00 - $26.00 per hour

Work Location: In person

Salary : $24 - $26