An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
Help keep a nationwide field-service team organized, prepared, and moving DCW Industrial Service is hiring a Service Department Coordinator to provide administrative, purchasing and logistical support to our Service Manager and field service technicians. This is a hands-on coordination role for someone who enjoys variety, follows details through to completion, and knows how to keep several moving pieces organized. One day may involve reviewing a completed sales order, ordering a part, or correcting a time entry; the next may include arranging truck maintenance, shipping equipment, or helping a technician navigate a company system. A central responsibility of this position is completing the final operational review of every service job before it is released to Accounts Receivable for invoicing. This person must be able to identify all labor, travel, parts, materials, purchases, and other job-related charges; reconcile them to the correct sales order; obtain anything that is missing; and confirm that the job is complete and ready to bill.
The goal is straightforward:
keep the administrative and logistical side of the service department running smoothly so our technicians and Service Manager can stay focused on serving customers. Key Responsibilities Service Administration and Technician Support Collect, organize, and follow up on receipts and purchase documentation from service technicians Review and correct employee time entries as authorized Maintain the service department vacation calendar Enter jobs, appointments, meetings, and other items into the service schedule as directed by the Service Manager Assist technicians when sales orders need to be opened or updated Provide day-to-day administrative support to the Service Manager Help technicians resolve basic questions involving timekeeping, documentation, and company systems Reinforce company procedures for receipts, time entry, scheduling, and job documentation Employee Training and Systems Support Train new service employees to use Method CRM, QuickBooks Time, and other company systems Provide ongoing assistance with basic software and process questions Help new technicians understand the administrative requirements that support accurate scheduling, purchasing, and billing Identify recurring questions or process issues and communicate them to the Service Manager Purchasing and Materials Coordination Obtain pricing and availability for parts, materials, tools, and service supplies Request and compare vendor quotes when needed Place approved orders and coordinate pickups or deliveries Create and maintain purchase orders when required Confirm purchases are assigned to the correct customer, job, or sales order Match receipts, packing slips, purchase orders, and vendor invoices Follow up on backordered, missing, damaged, or incorrect items Maintain current vendor contact information and purchasing documentation Job Closeout and Pre-Billing Review Review every completed service job before it is released to Accounts Receivable Verify that all labor, travel time, mileage, parts, materials, freight, purchases, subcontractor costs, and other billable expenses are entered on the correct sales order Compare sales orders with time entries, service reports, receipts, purchase orders, vendor invoices, and other supporting records Follow up with technicians, vendors, the Service Manager, or accounting personnel to resolve missing costs or documentation Release sales orders to Accounts Receivable only after confirming that each job is complete, accurate, properly documented, and ready to invoice Fleet and Vehicle Coordination Track inspection, registration, and routine-maintenance due dates for service vehicles Schedule maintenance, inspections, repairs, tire service, and other vehicle appointments Transport vehicles to and from maintenance appointments when needed Coordinate vehicle drop-offs, pickups, and related transportation arrangements Communicate with repair facilities and keep the Service Manager informed of vehicle needs and service status Shipping, Supplies, and Department Logistics Ship parts, tools, documents, and packages for the service department Coordinate or complete pickups for parts, supplies, and other department needs Purchase office, shop, restroom, breakroom, and service supplies as approved Complete local errands and other logistical tasks that support the service team Help maintain an organized, well-supplied working environment for office and field personnel Qualifications Experience in field-service coordination, job costing, pre-billing review, purchasing, dispatch, or a similar operational role Experience reviewing completed jobs to ensure all labor, travel, materials, expenses, and supporting documentation are properly recorded before invoicing Strong organization, accuracy, communication, and follow-through Ability to manage changing priorities, investigate missing information, and coordinate with technicians, vendors, managers, and accounting personnel Experience with Method CRM, QuickBooks, QuickBooks Time, or similar systems is helpful; training can be provided Strong Microsoft Office, email, and PDF skills with the ability to learn new systems quickly Willingness to complete local errands, vehicle appointments, shipping tasks, and other practical department needs Valid driver's license and acceptable driving record Experience supporting an industrial service, construction, manufacturing, equipment-repair, automotive, trucking, or other field-based team would be particularly valuable. Relevant experience and demonstrated ability matter more than a particular degree. Compensation and Benefits Competitive compensation, paid weekly Health insurance Health savings account 401(k) retirement plan Paid vacation Paid sick time and PTO Paid holidays Benefit eligibility and plan terms apply. About DCW Industrial Service DCW Industrial Service is a nationwide provider of electro-mechanical and industrial maintenance services for the manufacturing and industrial sectors. Headquartered in Honey Brook, Pennsylvania, we support customers across the United States with skilled service, practical solutions, and dependable technical expertise. We are problem solvers first. Our team helps manufacturers keep their equipment, facilities, and operations running efficiently, reduce downtime, and solve complex maintenance challenges. We believe skilled technicians deserve strong administrative and operational support that allows them to focus on doing excellent work. Learn more at www.pressbrakerepair.com. How to Apply Submit your resume along with a brief response to the following: Describe a role in which you helped keep a service, construction, field, or operations team organized. What responsibilities did you coordinate, and how did you make sure important details were completed? DCW Industrial Service is an equal opportunity employer. Employment decisions are based on qualifications, merit, and business needs.
Pay:
$28.00 - $35.00 per hour
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance
