Service Planner

Empire Cat•Yuma, AZ

13d

About The Position

JOB SUMMARY:Communicate the repair process to all parties involved. Ensure continued job progress and coordinate resources to support the repair process and deliver an invoice on the same day that the job is complete. ESSENTIAL FUNCTIONS: Plans repair jobs through various areas, vendors, and technicians. Coordinates resources to support the repair process. Resolves client complaints on billing and warranty issues. Manages, monitors, and reports the accuracy and fair estimates/quotes for segment repairs. Monitors and communicates the repair process for assigned area. Ensure continued job progress; follow up conversations with documentation in the manager program, with the lead person and the technicians using all current system tools provided. Review client repair history, products, or services due provided by the Customer Service Advisor. Make policy and warranty recommendations to the appropriate supervisor and discuss/resolve discrepancies before billing review is complete.Monitor and manage each work order on a daily basis and have a Pro-Forma summary ready for the client at the completion of requested repairs ensuring that there are no instances where a client does not receive an invoice the same day that the job is completed when job is completed within established timelines. Provide continuous review of and improvements to Service Systems, WIP, Time Reporting, Expenses, and Sublet etc. Develop procedures to streamline billing and warranty for assigned areas. Standardize and update procedures used in reviewing and closing work orders to ensure consistency and accuracy to meet our goal of submitting same day, accurate invoices.Assign priorities to open work orders to ensure they are processed to meet WIP goals. Ensure that all work performed is according to estimate/quote. In the event that the scope of a job changes, ensure that a change-order has been submitted for client approval (by signature or e-mail) and a signed or electronic copy of the approval or denial inserted in the work order before proceeding with updated repairs. Briefs supervisors and submits reports on monitoring measures such as, last-date-of-labor to invoice and work leaving shop/completed jobs to pro-forma submitted when job completed. Works safely at all times. Adheres to all applicable safety policies. Complies with all company policies, procedures, and standards.

Requirements

Must have extensive interpersonal, organization and planning skills sufficient to assist clients.
Demonstrate leadership, integrity, quality, teamwork, and a sense of urgency in performing duties and responsibilities.
Must be willing to consistently learn about CAT products sold and serviced.
Must have mechanical aptitude.
Proficiency with computer systems and Microsoft Office products.
Mathematical skills sufficient to calculate percentages, compute cost per hour charges and project future expenses.
Ability to maintain consistent attendance.
Proof of high school diploma or General Education Degree (GED).
Minimum 5 years’ previous experience in planning, scheduling, or project management in a service environment.
Must be able to communicate (speak, read, comprehend, write) in English.

Responsibilities

Plans repair jobs through various areas, vendors, and technicians.
Coordinates resources to support the repair process.
Resolves client complaints on billing and warranty issues.
Manages, monitors, and reports the accuracy and fair estimates/quotes for segment repairs.
Monitors and communicates the repair process for assigned area.
Ensure continued job progress; follow up conversations with documentation in the manager program, with the lead person and the technicians using all current system tools provided.
Review client repair history, products, or services due provided by the Customer Service Advisor.
Make policy and warranty recommendations to the appropriate supervisor and discuss/resolve discrepancies before billing review is complete.
Monitor and manage each work order on a daily basis and have a Pro-Forma summary ready for the client at the completion of requested repairs ensuring that there are no instances where a client does not receive an invoice the same day that the job is completed when job is completed within established timelines.
Provide continuous review of and improvements to Service Systems, WIP, Time Reporting, Expenses, and Sublet etc.
Develop procedures to streamline billing and warranty for assigned areas.
Standardize and update procedures used in reviewing and closing work orders to ensure consistency and accuracy to meet our goal of submitting same day, accurate invoices.
Assign priorities to open work orders to ensure they are processed to meet WIP goals.
Ensure that all work performed is according to estimate/quote.
In the event that the scope of a job changes, ensure that a change-order has been submitted for client approval (by signature or e-mail) and a signed or electronic copy of the approval or denial inserted in the work order before proceeding with updated repairs.
Briefs supervisors and submits reports on monitoring measures such as, last-date-of-labor to invoice and work leaving shop/completed jobs to pro-forma submitted when job completed.
Works safely at all times.
Adheres to all applicable safety policies.
Complies with all company policies, procedures, and standards.
Ensures all parties are informed about progress and delays.
Develop and maintain knowledge of CAT and Empire warranty policies, procedures, and philosophies.
Communicates schedule changes.
Assists management to reach all billing goals and warranty claim goals.
Ensures service planner function is covered at all times.
May have direct reports.
Approves work order closings.
Analyze, plan, and implement status reports on timeliness and accuracy of work in process documents.
Analyze work orders to insure correct accounts are charged.
Monitor the accuracy of information used to establish and maintain warranty claims, records, and policies.
Monitor work order adjustments and charges to internal and external accounts; assure billings are accurate and timely.
Use “Internal Approval Process” on internal work orders to help maintain and track Empire’s policy dollars.
Works within and promotes corporate values.