Service Sm Administrator

Job #: 5063 Job Title: SCHEDULED MAINTENANCE COORDINATOR FLSA status: Non-Exempt Department: Service Reports to: Service Manager Date: October 2026 Position summary: Coordinate scheduled maintenance and service workflow while supporting customers and internal Wolter associates with warranty administration, new equipment registration, service documentation, and timely follow-through on service requests.

General Purpose: Maintain accurate maintenance schedules and service records; help ensure scheduled maintenance commitments are met; and provide consistent customer communication, service coordination, and administrative support. Role qualifications:

• Partner effectively with service personnel, technicians, Parts, and other internal teams to support workflow.
• Maintain exceptional attention to detail, organization, and accuracy in documentation and system records.
• Demonstrate professional, responsive customer service and follow through on open requests. Position responsibilities:
• Scheduled maintenance coordination: Review upcoming maintenance requirements; create monthly SM schedules and related service jobs by established deadlines; maintain accurate SM contracts and records; coordinate maintenance appointments and keep customers informed of scheduling changes.
• Service scheduling and dispatch: Assist in monitoring regional service dispatch workflow and job progress; schedule and dispatch assigned field service technicians as needed; provide backup dispatch and technician assistance.
• Service job creation and closeout: Create repair orders for maintenance, new service requests, and warranty-related work; review open order analysis weekly; coordinate timely job completion, closeout, and invoicing; provide work-order closeout backup.
• Warranty claim administration: Review warranty documentation for completeness and accuracy; follow manufacturer-specific processes and authorization requirements; assist with claims submissions; monitor outstanding or rejected claims; resolve documentation discrepancies with service personnel and escalate concerns appropriately.
• New equipment registration: Register newly purchased equipment with applicable manufacturers within required timeframes; verify successful registration; maintain supporting records and correct issues that could affect warranty coverage.
• Customer and internal communications: Respond to calls and service inquiries from customers, technicians, vendors, and Wolter associates; direct requests to appropriate personnel and follow up on unresolved issues.
• Parts and vendor coordination: Coordinate parts needs with the Parts department; issue non-parts vendor purchase orders as required; expedite outstanding purchases; and process and post outside repair invoices.
• Records, trackers, and system accuracy: Maintain accurate electronic and physical customer, service, warranty, and maintenance records; update customer-specific maintenance trackers daily for equipment uptime, service activity, and work-order completion; enter and maintain data in Field. Servio or designated service systems.
• Administrative support: Support service reporting, data entry, projects requested by the Service Manager, and related department responsibilities as assigned. Essential skills and experience:
• Ability to organize multiple priorities, meet deadlines, and work independently while collaborating with others.
• Excellent telephone etiquette, customer service, and written and verbal communication.
• Strong computer skills, including Microsoft Outlook, Excel, Word, and Field. Servio or similar service management software.
• Ability to interpret manufacturer-specific procedures, identify discrepancies, and escalate issues appropriately.
• Commitment to Wolter’s company vision, mission, and policies.
• High school diploma or GED.

Preferred qualifications

• Experience in customer service, dispatch, service coordination, warranty administration, or similar administrative roles.
• Familiarity with service work orders, equipment maintenance schedules, material handling equipment, or other areas of Wolter’s business.
• Ability and interest to develop into a potential dispatch lead or supervisory role. Reporting to this position: None. Physical demands and work environment: The physical demands and work environment described here are representative of those required to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
• Physical demands: Frequently sit, talk, listen, and use hands for computer and office equipment; occasionally stand, walk, and lift and/or move up to 30 pounds. Required vision abilities include close, distance, color, peripheral, depth perception, and focus adjustment.
• Work environment: Typically moderate office noise with occasional exposure to noisier shop environments. Wear appropriate Personal Protective Equipment (PPE) when required. General sign-off: The employee is expected to adhere to all company policies and act as a role model in following them. Equal Opportunity Employer We are committed to creating a diverse and inclusive workplace and encouraging qualified candidates from all backgrounds to apply. Note: This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Employment is at-will and may be terminated by either the employee or the employer at any time, with or without notice or cause.