Mobile Service Coordinator Assistant

Consolidated Truck Parts & Service specializes in bumper-to-bumper light, medium and heavy-duty truck and equipment repair. We provide Service Done Right to get our clients back on the road and making money as soon as possible. We exist to improve the lives of everyone with whom we come in contact by living out our core values.

COMPANY CORE VALUES

Core values are our most deeply held beliefs. These beliefs drive all our decisions, and our decisions drive our results. They are a huge part of who we are. As an employee, they must also be a huge part of who you are.

• Do the Right Thing: No amount of money is worth betraying a trust. We do what is hard simply because it is right.
• Relentless Drive: We do not stop until we achieve our goals.
• Customer Focused: We are prepared to take excellent care of our internal and external customers.
• Win As A Team: We collaborate, partner and each do our part. We help each other.

POSITION GENERAL SUMMARY

Primary responsibilities include:

• Enter, track, and close out work orders for contracted fleet accounts, including Road Services, PM Services, and Repairs/Correctives.
• Manage the sales order process for contract accounts, ensuring every order carries a valid work order number and location PO before invoicing.
• Apply correct contract pricing, labor rates, and parts multipliers to work orders and service billing.
• Process and route incoming checks and credit card receipts accurately and within required timeframes.
• Communicate daily with site managers, AP contacts, and internal teams to keep sales orders, work orders, and AR records current.

The Mobile Service Assistant reports directly to the Onsite Coordinator.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Do The Right Thing

• Watch your email daily for incoming contract account checks and enter them into the system within 24 hours of receipt.
• Make sure all technician credit card receipts are submitted and forwarded within 24 hours to accounting and the appropriate contacts.
• Check the AR record daily and have an updated report ready for review every Friday.
• Follow contract work order pricing guidelines precisely (filters, bulk oil, ATV oils, labor rates) so billing stays accurate and consistent with the contract.
• Set billing hours and parts for each service to match the contract price per vehicle, referencing the contract for pricing.
• Note that contract prices do not include engine air filters, washer fluid, grease, or other extras; set the engine air filter to $0, determine the correct billed hours to meet the total, then add the price back along with any extras noted in the technician's story.
• Take pride in everything you do. Make everything you touch better.

Relentless Drive

• Check the sales order list daily for any newly closed orders that need IBS.
• Confirm every sales order also has a location PO on it for the contract account.
• Review the sales order list daily for any orders that need to be emailed to customers or called on for payment.
• If a work order request email has not been answered, resend the request once a week until the site manager responds with a work order number.
• Look for ways to help move work orders through to closure in a timely manner, and support teammates in staying on top of the workload.
• Bring new ideas to management on better ways to manage contract account billing and communication.

Customer Focused

• Be the primary point of contact for contract account sales orders, work orders, and billing questions from site managers and AP contacts.
• When emailing contract account sales orders, reference the correct email list for site managers and AP contacts.
• Only send sales orders to the AP email once they carry an assigned contract work order number; if a sales order does not have one yet, email the site manager or listed location contacts to request it.
• Check email daily for any PM services requested for work orders to be created, and for any checks forwarded for processing.
• Confirm all work order numbers have been added to contract sales orders before they are sent back.

Win As A Team

• Enter any work orders requested (Road Services, PM Services, Repairs/Correctives) promptly and accurately.
• Work with the Service Manager, Technicians, and Parts Department to ensure work order information is complete and correct.
• Review open work orders regularly and help get them closed in a timely manner to support the team.
• Provide a welcoming, responsive point of contact for contract account partners so they feel supported by Consolidated Truck Parts & Service.
• Seek to find, understand, and communicate any account issues or concerns with management immediately.
• Other tasks as assigned by the Onsite Coordinator.

PERFORMANCE STANDARDS

• Enter contract account checks within 24 hours of receipt.
• Submit and forward all technician credit card receipts within 24 hours.
• Update the AR record and have it ready for review every Friday.
• Resend unanswered work order number requests weekly until resolved.
• Close and finalize work orders in a timely manner, keeping the sales order list current and free of backlog.

REQUIREMENTS AND QUALIFICATIONS

High school diploma or GED

Prior experience in billing, data entry, or office administration, ideally in a service, repair, or fleet environment

Familiarity with contract/fleet account billing structures is a plus

Strong attention to detail and accuracy in data entry

Proficient computer skills for email, spreadsheets, and service/work order management software

Ability to communicate effectively and professionally with customers, site managers, vendors, and internal team members

Ability to manage multiple accounts and deadlines while maintaining accuracy

Ability to sit, stand, and work in an office environment for extended periods