Coordinator - Service, Major Accounts

Description

Objective

Position performs administrative duties for the Service Department of the Engine or Heavy Equipment Shop. The Administrative Assistant files, answers phones, and performs other clerical duties as required. Duties also include processing orders and time cards, processing invoices from suppliers, maintaining records, updating service manuals, and maintaining office supplies.

Responsibilities

• Performs the general secretarial duties of the department including such items as typing, filing, copying, telephone coverage, mail, greeting and assisting customers, and other clerical functions as assigned.
• Completes the coding of expense sheets, completes and processes outside purchase orders, and orders parts. Is also responsible for completing Performa invoices and collecting COD invoices. Updates COD jobs daily to ensure all time, outside work, parts and shop supplies are applied. Obtains manager’s approval and files all documents. Codes time as either flat rate or time and materials.
• Codes and processes invoices for heavy fleet fuel bill for all branch locations. Tracks and maintains fuel usage for tax reporting data.
• Assigns time designated to specific jobs and the appropriate job number. Verifies all time is accounted for by checking labor recap; completes the payroll sheet and sends it with time cards to payroll. Tracks employees' vacation and personal leave days.
• Maintains petty cash and cash drawer, processing expense books when cash is paid. Updates service report records and manages office supplies. Reviews department expense accounts ensuring accuracy.
• Coordinates all daily work ensuring that it is forwarded to the appropriate area (i.e. problem jobs are given to the service writer or team lead to approve).
• Maintains all DOT files and completes accident reports. Coordinates DOT re-certifications and submits them to State agency. Coordinates DOT drug screenings.
• Maintains the reputation of the department and division in terms of professionalism, courtesy, appearance, and customer service.
• Assists the shop service manager in preparing for staff meetings, budgets, and objectives.

Qualifications

The duties and responsibilities described here are not a comprehensive list, and the scope of the job may change as necessitated by business demands.

MacAllister Machinery Co Inc. is an Equal Opportunity Employer (EEO)