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Service Efficiency Tracking Coordinator

Service Efficiency Tracking Coordinator

MulhauptsTerre Haute, Indiana, United States
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The Service Efficiency Tracking Coordinator, based in Terre Haute, serves as the central point for monitoring efficiency of our entire field service team. Your chief responsibility is the real-time tracking and monitoring of all service technicians across all three company locations to ensure their location, timesheets, and schedules are accurately aligned. You will also manage the physical flow of documentation for the Terre Haute branch, ensuring all paperwork orders are complete and accurately prepared before submission for offsite billing. This role supports the company-wide scheduling function and manages local logistics, including shipping and receiving, making it a critical position for maintaining operational accuracy and efficiency.

Supervisory Responsibilities :

  • No supervisory responsibilities.

Duties / Responsibilities :

Service Coordination and Technician Tracking (Core Focus) :

  • Serve as the central tracker for all service technicians across all three company locations, monitoring daily activity to verify their vehicle location aligns with their timesheet and scheduled projects to promote efficiency in the services we provide to our customers.
  • Communicates with Field Supervisors to share areas that need attention as it relates to tracking details for each technician.
  • Communicates with Service Coordinators as needed to confirm technician schedule details to ensure tracking results are accurate.
  • Communicates directly with all technicians as needed to confirm tracking results are accurate.
  • Assists in maintaining Ford Pro GPS tracking database to ensure accuracy of tracking results.
  • Verifies Wright Express Fuel reports monthly to be sure they reflect appropriate use of fuel cards in all vehicles.
  • Assist in communication with Terre Haute technicians daily to confirm their job assignments, locations, and any changes to their schedule.
  • Assists with inbound service calls from clients as needed.
  • Sends a weekly summary report each Monday to the Director of Operations that lists tracking concerns found during the previous week.

    • Work Order Management and Billing Submission (Terre Haute Focus) :

  • Manages the flow of all work orders from the Terre Haute location, ensuring they are completed, returned by technicians within 24 hours of job completion, and thoroughly reviewed for accuracy and required documentation (including attached purchase orders).
  • Submits the verified work orders to the appropriate Office for final billing processing on a daily basis.
  • Updates service schedules or systems (e.g., Business Central) to accurately reflect services as completed and submitted for billing.
  • Works closely with technicians at the Terre Haute location to ensure all necessary details and required documentation are included in the job folders.

    • Shipping, Receiving, and Inventory Support (Terre Haute Focus) :

  • Assists in the receiving process for incoming material, parts, and equipment at the Terre Haute location.
  • Verifies quantities against purchase orders and ensures received items are accurately and promptly put into inventory stock at the Terre Haute location.
  • Maintains organized records of receiving transactions and documentation.
  • Other duties as assigned.

    • Required Skills / Abilities :

  • Excellent verbal and written communication skills for interacting with clients, technicians, an internal team.
  • Exceptional organizational skills and meticulous attention to detail, especially for tracking documentation.
  • Excellent time management skills with a proven ability to prioritize tasks and meet deadlines in a high-paced environment.

    • Education and Experience :

  • High School Diploma or Equivalent Required.
  • Experience with Microsoft Excel and Microsoft Word preferred.

    • Physical Requirements :

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.
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    Service Coordinator • Terre Haute, Indiana, United States

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