Work Order Coordinator

Wheeler Machinery•Salina, UT

About The Position

The Work Order Coordinator is responsible for managing and coordinating the workflow of work orders to ensure efficient processing and timely completion. This role exists to streamline operations, enhance customer satisfaction, and optimize resource allocation. The coordinator will oversee the managing, tracking, and resolution of work orders, facilitating communication between advisors, service technicians, parts departments, and customers.

Requirements

High school diploma or equivalent
Familiarity with work order management systems and dealership operations is advantageous.
Strong organizational skills and attention to detail.
Excellent communication and interpersonal skills.
Proficiency in using office software, including word processing and spreadsheet applications.
Ability to manage multiple tasks and prioritize effectively.
Capability to work independently and as part of a team.
Competency in problem-solving and decision-making.
Demonstrates a strong customer service orientation.
Exhibits professionalism and maintains a positive attitude.

Nice To Haves

Associate degree in Business Administration or related field preferred.
Professional Certification in business administration or management is a plus but not required.
Previous experience in a similar role or in a service department is preferred.

Responsibilities

Monitor and track the progress of work orders from initiation to completion.
Ensure all necessary information and documentation are included on each work order.
Ensure all warranty and SIMS details are accurate and documented on each work order.
Work with Service Advisors to close and invoice all work orders in less than 5 days from last labor.
Communicate effectively with service department regarding labor hours and service reports on correct segments.
Communicate effectively with parts department to ensure parts are on correct segments and the timely return of unused parts and cores.
Update Service Advisors on the status of work orders and address any inquiries.
Update held-ups in ServiceLink to reflect timely, accurate updates of current work order status.
Prioritize work orders based on FIFO (First In, First Out), urgency, and resource availability.
Ensure that all deadlines are met, and no non-WIP work orders are in Finalizing status longer than 24 hours.
Review completed work orders to ensure accuracy and completeness.
Conduct follow-up to verify customer satisfaction and address any issues.
Implement improvements to work order processes based on feedback and observations.
Perform All Other Duties as Assigned
Undertake additional tasks and responsibilities as needed to support the service department and dealership operations.