Contract Site Coordinator

Wyoming Machinery Company•Gillette, WY

7d•Onsite

About The Position

The Contract Site Coordinator is responsible for managing the closing of work orders and segments within the DBS system, ensuring service reports and proper forms are completed accurately for closing and warranty. This role involves communicating with Caterpillar representatives to gather all available warranty and goodwill, maintaining communication between customers and WMC personnel, and managing warranty work orders and contracts. The coordinator will ensure the correct cost allocation between different customer types and update management on claim statuses. They will also pull service reports for filing, ensure accurate customer billing, and work daily within the DBS platform. A positive attitude is expected to enhance the service department's reputation. The role may also involve assisting with special projects.

Requirements

High school diploma or equivalent.
Driver’s license in good standing.
Very detail-oriented as accuracy will be a key part of the daily job.
Working knowledge of large fleet maintenance management applied within a mechanical availability driven environment.
Able to read and interpret information from parts books, service manuals, SIS, and other sources of information pertinent to the task at hand.
Possess sound computer skills.
Able to operate dealership systems and software.

Nice To Haves

Additional Service Office work or on-the-job maintenance planning training.
Minimum of 2 years’ Caterpillar experience or maintenance experience in a similar work environment.
Experience with MCS, SIS, and DBS.
Additional service office work or on-the-job maintenance planning training.

Responsibilities

Close work orders and segments via DBS system.
Verify completion of service reports and proper forms while reviewing work orders for accurate closing and warranty.
Assure proper procedure is followed for closing contract work orders and the warranty claim process.
Communicate with Caterpillar representatives to ensure all available warranty and goodwill is gathered.
Maintain reliable flow of communication between customer and all WMC personnel working on projects on and off site.
Work closely with WMC personnel to manage warranty work orders and contract work in process.
Ensure the appropriate cost split between revenue customers, contract customers, warranty, goodwill, and rework.
Update management on status of warranty, goodwill, policy, and customer claims.
Pull service reports from networks to file with completed work orders.
Ensure accurate billing of invoices to customer and contract.
Work within DBS platform on a daily basis.
Help maintain a positive, progressive attitude at all times to ensure an enhanced service department reputation and to continue to improve upon the overall perception of Wyoming Machinery Company
Assist with any additional special projects required by the management group.
Develop strong working relationships with customer sites, the CRC, DTC, contract operations, parts, and service departments.
Support field-follow programs as needed by working with project managers assigned to the program.
Answer telephone calls and email correspondence.
Maintain a PC database.
File and maintain records in FileBound.
Participate and occasionally lead safety meetings.
Provide daily progress updates to Service Office Supervisor.
Communicate effectively at all levels within the Dealership and with customer and factory personnel via written, oral and electronic mediums.
Overtime as required.