Position Description – Service Coordinator
Position Summary
The Service Administrator / Workshop Coordinator is responsible for the efficient administration and coordination of the workshop, ensuring all service jobs are prepared, processed and completed accurately. This role supports the Workshop Manager by managing job documentation, scheduling preparation, technician administration and warranty documentation to ensure the workshop operates efficiently and delivers exceptional customer service.
Key Responsibilities
Workshop Administration
- Prepare all workshop bookings and ensure all required information is available prior to work commencing.
- Create and maintain accurate job cards.
- Ensure customer information, machine details and service history are complete and accurate.
- Coordinate the flow of paperwork between customers, technicians and management.
- Monitor workshop schedules and assist with daily workflow planning.
Job Card & Documentation Management
- Prepare job files before technicians begin work.
- Ensure all job cards contain complete customer, machine and repair information.
- Follow up outstanding paperwork with technicians.
- Verify labour hours, parts and notes are accurately recorded.
- Close completed job cards promptly and accurately.
Technician Timesheets
- Collect, review and reconcile technician timesheets daily.
- Ensure labour hours are correctly allocated to job cards.
- Follow up missing or incorrect time entries.
- Maintain accurate labour records for payroll and job costing.
Warranty Administration Support
- Gather all documentation required for warranty claims.
- Ensure technician reports, photos, labour records and parts information are complete.
- Provide organised documentation to the Warranty Clerk for claim submission.
- Assist in ensuring warranty requirements are met to maximise claim approval.
Workshop Coordination
- Support the Workshop Manager with daily workshop operations.
- Monitor outstanding jobs and follow up delays.
- Assist with customer communication regarding service progress.
- Coordinate with the Parts Department to ensure required parts are available.
- Maintain organised workshop administration systems and records.
Customer Service
- Answer customer enquiries regarding service bookings.
- Schedule appointments and communicate service updates.
- Ensure a professional and friendly customer experience.
General Administration
- Maintain filing systems (electronic and paper).
- Prepare reports as required.
- Ensure service records are complete and compliant.
- Assist with continuous improvement of workshop processes.
Skills & Experience
Essential
· Mechanical knowledge
- Previous administration experience (service or workshop environment preferred).
- Excellent organisational and time management skills.
- Strong attention to detail.
- Ability to prioritise multiple tasks.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office and workshop management software.
- Ability to work effectively under pressure.
Desirable
- Experience within agricultural, construction or heavy equipment industries.
- Knowledge of warranty processes.
- Understanding of workshop operations and service scheduling.
Personal Attributes
- Highly organised and proactive.
- Strong problem-solving ability.
- Positive and professional attitude.
- Team-oriented with excellent communication skills.
- Able to work independently and take initiative.
- Reliable and committed to maintaining high standards.
Key Performance Indicators (KPIs)
- All workshop bookings prepared prior to scheduled service.
- Job cards completed accurately and ready before work commences.
- Technician timesheets collected and reconciled daily.
- Warranty documentation supplied accurately and on time.
- Minimal delays due to missing administration.
- Accurate labour allocation and job costing.
- Strong support provided to the Workshop Manager, contributing to efficient workshop productivity and customer satisfaction.
Pay: $80,000.00 – $90,000.00 per year
Work Location: In person
