Job Application for Field Service Dispatcher/Coordinator at Hawthorne Machinery Co.

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We Build Better Communities

Be Part of the Hawthorne Difference!

Hawthorne Cat is a family-owned company that has led its markets for over 60 years in the sale, rental, and servicing of construction machinery and power generation equipment for industries on which our communities depend like agriculture, construction, marine, and government.

Every member of our team plays a significant role in our success. Hawthorne Cat hires individuals who share our vision of Building Better Communities with our Customers and our values of Passion, Respect, Integrity, Dedication and Excellence (PRIDE).

If you are looking to build your future with an established, thriving company with countless opportunities for growth and advancement, you’ve come to the right place! At Hawthorne Cat, we’re always looking for exceptionally skilled, hardworking individuals interested in contributing to our success and the success of the communities that we serve.

Our people are our most valuable asset. That’s why at Hawthorne Cat we are committed to a comprehensive employee benefit program that helps our employees stay healthy, feel secure, and maintain a work/life balance.

POSITION SUMMARY:

The Field Service Dispatcher/Coordinator is responsible for the day-to-day coordination, scheduling, and administration of field service operations to deliver exceptional customer support and maximize service department efficiency for both internal and external customers. Serving as the primary liaison between customers, field technicians, service management, and internal support teams, this role ensures that service requests are accurately scheduled, dispatched, monitored, documented, and invoiced while actively overseeing assigned Work-in-Process (WIP) ensuring excellent customer service.

ESSENTIAL FUNCTIONS:

Provides timely and effective communication between customers, field technicians, service management, and internal support departments to ensure seamless service operations.
Maintains proactive communication with customers regarding technician schedules, arrival times, work status, delays, and service completion updates to meet and exceed customer expectations.
Demonstrates thorough knowledge of service operations, including labor billing, travel charges, parts usage, warranty coverage, internal work, and customer billable services.
Prepares, updates, and communicates accurate service estimates and quotations for field repairs, preventative maintenance, and customer support activities throughout the service life cycle.
Obtains and documents customer authorization for labor, travel, parts, subcontractor services, and additional charges before work is performed.
Accurately creates and manages service work orders, ensuring proper coding, customer information, equipment details, labor allocations, and billing requirements are captured.
Coordinates technician scheduling and dispatch activities, assigning work based on technician availability, skillset, geographic location, and customer priority.
Assigns and communicates standard labor hours and job expectations to technicians to support scheduling accuracy, productivity, and efficient utilization of resources.
Participates in daily service coordination meetings with supervisors, leads, and technicians to review workload, scheduling priorities, technician availability, and customer commitments.
Coordinates with credit and finance departments to verify customer account status and support timely collection of payments for completed service work.
Reviews and validates technician service reports to ensure labor hours, parts usage, travel time, and completed work accurately reflect services performed prior to billing.
Prepares and processes customer invoices, proformas, and supporting documentation accurately and within established timelines.
Actively manages assigned Work-in-Process (WIP) by monitoring open service calls, dispatch status, labor activity, and customer follow-up requirements to achieve departmental performance
Utilizes standard jobs, service templates, and established repair procedures whenever applicable to improve scheduling efficiency, consistency, and service quality.
Monitors technician utilization, schedule adherence, and service completion performance to optimize field resources and maximize customer responsiveness.
Coordinates emergency and priority dispatch requests to ensure rapid response and minimal equipment downtime for customers.

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:

Must have three (3) to five (5) years of general office experienc
Must have three (3) to five (5) years of customer service, relationship building and/or Sales experien
Three (3) to five (5) years of heavy equipment parts/service experience preferred.
PC skills are require
Must have great communication skills.
Bilingual preferred
Strong work ethic, flexibility, ability to work at a fast pace and under pressur

PHYSICAL DEMANDS:

Walking and moving about on foot often through uneven terrain.
Handling: Picks up items, helps or works with hands.
Lifting: May lift up to 25 lbs.
Reaching: Extends hands and arms in any direction.
Stooping: Bends body downward and forward by bending at knees or waist.
Standing: Remains in standing position. If required to perform various functions of the job.
Climbing: In and out of equipment.
Vision: Reads computer screens, work tickets and parts books.
Talking: Communicates via telecommunications and in person.
Sitting: Sits in equipment and in vehicles

ENVIRONMENTAL:

Noise: May work in conditions with constant or intermittent noise.
Temp/Weather: Works in an office environment
Exposure: Foul odors, fumes and harsh substances.

HERE’S WHAT WE OFFER…

Competitive Compensation
A great work environment and culture
Career growth and advancement opportunities
Training
Medical, Dental and Vision plans
Medical Video Appointments available
Health Savings Account available
Paid Time Off (PTO) Pay
401(k) Plan + Company Matching
Health and Dependent Care Flexible Spending Accounts
Life & Accident Insurance
Employee Assistance Programs
Legal Plan
Travel Assistance Plan
Wellness Programs
Referral Bonus Program
Longevity Bonus Program
Recognition Programs and much more
Hawthorne CAT discounts
Boot Reimbursement
Tuition Reimbursement
Company-Supplied Uniforms
Advanced Technical Training
Estimated Compensation $28.00 - $35.97 Per Hour

Interested in joining the Hawthorne team? Check out our current available positions at:

www.hawthornecat.com/careers

ACCOMMODATIONS: Reasonable accommodations for essential functions of the position will be considered.

Hawthorne Cat® is an Equal Employment Opportunity/Affirmative Action Employer. M/F/V/D

Hawthorne Cat® Participates in E-Verify.

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I have disclosed all information that is relevant and should be considered applicable to my candidacy for employment. I understand, where permissible under applicable state and local law, I may be subject to a pre-employment drug test after receiving a conditional offer of employment, and must receive a negative result for illegal drug use before being permitted to commence work with the Company. I understand, where permissible under applicable state and local law, I may be subject to a pre-employment medical examination after receiving a conditional offer of employment, and must meet the qualifications for the position, with or without reasonable accommodation, before being permitted to commence work with the Company. I understand, where permissible under applicable state and local law, I may be subject to a pre-employment background check after receiving a conditional offer of employment to investigate my criminal background and other matters related to my suitability for employment. INITIALS:

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I understand employment with Company is also contingent on my providing sufficient documentation necessary to establish my identity and eligibility to work in the United States. If employed, I understand that as a condition of employment that I may be required to agree to and sign a non-solicitation, non-disclosure, and/or other similar agreements. I also agree to notify the organization during the pre-employment process of any non-solicitation, non-disclosure, and/or other similar agreements that I may have already signed with current and former employers. I expressly understand and agree that, if employed, my employment, having no specified term, is based upon mutual consent and may be terminated at will, with or without cause, by either party (Company or me) without prior notice to the other, unless otherwise prohibited by law. I understand that no representation, whether oral or written, by any representative or agent of Company, at any time, can constitute an implied or express contract of employment. I further understand no representative or agent of Company has the authority to enter into an agreement for employment for any specified period of time or to make any change in any policy, procedure, benefit or other terms or condition of employment other than in a document signed by an authorized representative. I understand that the technical processing and transmission of the application, including my personal information, may involve (a) transmissions over various networks, including the transfer of this information to the United States and/or other countries for storage, processing and use by Company, its affiliates, and their agents; and (b) changes to conform and adapt to technical requirements of connecting networks and devices. Accordingly, I agree to permit such parties to make such transmissions and changes, and hereby provide the necessary consent for the same. INITIALS:

State Specific Notices Massachusetts Applicants: IT IS UNLAWFUL IN MASSACHUSETTS TO REQUIRE OR ADMINISTER A LIE DETECTOR TEST AS A CONDITION OF EMPLOYMENT OR CONTINUED EMPLOYMENT. AN EMPLOYER WHO VIOLATES THIS LAW SHALL BE SUBJECT TO CRIMINAL PENALTIES AND CIVIL LIABILITIES. Maryland Applicants: UNDER MARYLAND LAW, AN EMPLOYER MAY NOT REQUIRE OR DEMAND, AS A CONDITION OF EMPLOYMENT, PROSPECTIVE EMPLOYMENT, OR CONTINUED EMPLOYMENT, THAT AN INDIVIDUAL SUBMIT TO OR TAKE A POLYGRAPH EXAMINATION OR SIMILAR TEST. AN EMPLOYER WHO VIOLATES THIS LAW IS GUILTY OF A MISDEMEANOR AND SUBJECT TO A FINE NOT EXCEEDING $100. I certify that all of the above information is true and complete, and I understand that any falsification or omission of information may disqualify me from further consideration for employment or, if hired, may result in termination regardless of the time elapsed before discovery. Note: An offer of employment is conditioned upon complying with Company's requirements including, but not limited to, signing a consent to conduct a background investigation. I AGREE, AND IT IS MY INTENT, TO SIGN THIS EMPLOYMENT APPLICATION BY CHECKING THE "I ACCEPT" BOX BELOW AND BY ELECTRONICALLY SUBMITTING THIS DOCUMENT TO COMPANY, I UNDERSTAND THAT MY SIGNING AND SUBMITTING THIS DOCUMENT IN THIS FASHION IS THE LEGAL EQUIVALENT OF HAVING PLACED MY HANDWRITTEN SIGNATURE ON THE SUBMITTED DOCUMENT. INITIALS:

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As set forth in Hawthorne Machinery Co.’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

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A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

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