Operations Coordinator - AG Division

Job Locations US-CA-WILLOWS
Requisition #
20029
Category
Administrative/Clerical

Overview

Customer First | Integrity | Excellence | Teamwork | Fun!

 

About Us:

At Peterson our Vision is to be our customers’ first choice.   We put our customers first and continually strengthen our partnerships through our employee’s hard work, ingenuity and determination.  Our 80 year history is a reflection of our collective efforts and focus.

 

We provide a family oriented environment that promotes safety, personal growth and professional achievement.   Critical to our continued success is hiring and developing exceptional employees.  We are deeply committed to providing an environment necessary to attract and retain engaged employees who will relentlessly strive to reach Peterson’s strategic goals and vision.  We have high standards for our employees, with good reason.  They represent Peterson, our family, our brand, and our values to customers and our team members.

 

Why Peterson?

We have high expectations and so do you.  You are exceptionally motivated, have outstanding skills, and are looking for more than just a job.  We offer competitive wages, generous benefits, and promotional opportunities at a family owned and operated business that really cares about employees.  If you want to work side-by-side with others who are passionate about customer service, consider joining our team.  You can help us write more chapters in our success story as we move towards celebrating our 100 year anniversary.

 

Peterson has an immediate need for an experienced Operations Coordinator at our Willows, CA location.  The person in the position is responsible for coordinating activities related to Ag service, sales, and rental operations to support high levels of customer service. This position will also be responsible for general administrative duties at assigned store.

Responsibilities

Coordinate equipment sale/rental requests, and assist walk-in customers.
Draft rental agreements in iRents, verifies and documents customer’s credit and insurance availability, accurately communicates equipment and attachment availability to internal and external customers, and arranges for appropriate set up and transportation of equipment to customers. Verifies rental details and prepares rental invoices in a timely manner.
Coordinate with different Peterson locations to ensure rental machines are serviced and prepared for delivery within a timely manner.
Coordinate with different Peterson locations to ensure rental machines are inspected and serviced within a timely manner.
Assist in the preparation of sales/rental reports as assigned.
Process machine reservations and no charge agreements in DBS as directed by Ag Sales and Asset manager for new, used, rent-to-rent, lease and conversions including confirming accuracy of all information; setting up inventory records, agreements and invoices; reporting sales to the manufacturer.
Arranges for sale and rental equipment transport, insuring proper documentation and truck requirements are met.  Dispatches drivers to insure on-time delivery to customers.
Contact AGCO, OEM’s and other dealers to verify machine availability and initiate dealer trades as directed.
Invoice customers on all machine sales, rental, lease and conversions. Process AG machinery invoices and related documentation including review for accuracy and completeness.
Calculate or review sales commissions and submit for payment.
Invoice dealer transfers to relieve Peterson inventory as directed by Sales and Asset manager.
Initiate, distribute and update AGCO/other OEM warranty forms, extended warranty forms, and post sales transactions (credit claims & warranty registrations).  Notify & submit warranty documents to Warranty Admin and Service Staff. Receive sales transaction documents, review for accuracy and completeness, forward for processing and monitor progress to ensure timely completion.
Create and maintain transaction files.
Provide on call customer service support evenings, weekends, and holidays as required.
 
Service Administration
Responsible for the daily entry of timecards for technicians, and making corrections in DBS and ADP.
Open work orders, adding segments to open jobs
Process warranty work orders in order to submit to warranty coordinator.
Update daily the information displayed on the service shop monitor.
Contact customers for follow up on work orders as directed by service manager.
Work order invoicing. Including payment and final invoicing on cash accounts, inputting customer pay information into DBS, and submitting paid invoice to Peterson credit department to close out customer cash invoices.
Performing the banking role at the branch, control of the cash box, handling COD transactions for parts and service documents. This includes credit card, CAT commercial card and AGCO plus options.
Verify warranty registration of equipment through OEM portals and apply appropriate coding to work orders for claims processing and/or machine coverage.
Process service goodwill claims to OEMs.
Update quotes in CRM with parts and labor as directed.
Filing of documents and work order jackets.
Training – attend required training for service operations such as a consistency training when scheduled, warranty training when available and COD and Credit terms processing when available.
 
General Administrative Duties
Answer all incoming store calls, directing to the appropriate person, taking messages, and/or transferring to requested person or department.
Greet all visiting customers and direct them to the appropriate person or department based on their needs.
Sort and process incoming and outgoing mail on a daily basis.
 
Maintains punctual, regular and predictable attendance.
Works collaboratively in a team environment with a spirit of cooperation
Respectfully takes direction from supervisor or manager
 
OTHER JOB FUNCTIONS
Stays up to date on industry news, competitor practices and rental rates, and makes recommendations to improve sales/rental processes and practices to provide excellent customer service and satisfaction.
Scheduling meeting rooms as requested.
Keep basic inventory of supplies on hand for meetings.

Qualifications

Associates degree (A. A.) or equivalent from two-year College or technical school; and minimum of three years agricultural machinery experience.  Experience involving heavy equipment rental a plus, or an equivalent combination of experience and/or education.  Knowledge of equipment applications and transportation requirements.

 

We are an equal opportunity employer dedicated to workforce diversity and a drug free workplace.  All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, age, sex, sexual orientation, gender identity, disability, protected veteran status or any other status protected by law.  A drug screen and background check is required.

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