Service Operations Coordinator

Job Title: Service Operations Coordinator

FLSA Status: Exempt (Salaried)

Summary

The Service Operations Coordinator is an exempt, salaried position responsible for managing the administrative and logistical execution of service work from quote creation through job readiness. This role exercises independent judgment and serves as the central coordination point between sales, service leadership, warehouse operations, and vendors—ensuring every job is accurately built, properly scheduled, fully equipped, and staged before field crews arrive on site.

Key Responsibilities

Quote and Order Execution

• Build detailed service quotes in NetSuite based on scope and direction provided by service leadership
• Translate job requirements into structured line items, including labor, materials, equipment, rentals, and subcontracted services
• Convert approved quotes into sales orders upon receipt of customer purchase orders
• Independently verify accuracy, completeness, and readiness of all job documentation prior to execution

Procurement and Vendor Coordination

• Plan and execute the procurement of materials, components, and rental equipment required for scheduled service jobs
• Coordinate directly with vendors to confirm availability, pricing, and delivery timelines
• Arrange jobsite deliveries or warehouse receipt of materials based on job requirements
• Track inbound materials and proactively resolve issues to ensure job readiness

Job Planning and Setup

• Lead all pre‑job coordination activities to ensure jobs are fully prepared for field crews
• Schedule rental equipment and manage delivery and return logistics
• Create and release pick tickets to the warehouse for job‑specific materials
• Align job schedules with material availability and logistical constraints

Service Calendar Management

• Maintain and actively manage the service calendar based on direction from service leadership
• Ensure all scheduled jobs contain complete, accurate, and current information
• Update schedules in real time as priorities and conditions change
• Identify conflicts, capacity issues, or gaps and communicate recommendations to leadership

Warehouse Material Coordination

• Partner with warehouse personnel to ensure materials are staged accurately and efficiently by job
• Verify material accuracy, completeness, and organization prior to crew mobilization
• Coordinate belt cutting, component staging, and other job‑specific preparation activities

Crew Readiness Support

• Support crew readiness by ensuring required tools, PPE, consumables, and documentation are available
• Identify readiness gaps and work cross‑functionally to resolve them prior to deployment
• Contribute to reducing field delays and operational inefficiencies

Inventory Support

• Monitor inventory levels of frequently used materials and components
• Assist with inventory planning for splice materials, conveyor components, and consumables
• Communicate replenishment needs, usage trends, and risks to leadership

Documentation and Reporting

• Assist in tracking warranty claims and maintaining required supporting documentation
• Compile and organize crew paperwork into job reports for internal review, customer records, and billing support
• Ensure documentation is complete, accurate, and properly filed to support operational, financial, and compliance processes

Qualifications

• Strong organizational and prioritization skills with the ability to manage multiple projects simultaneously
• High attention to detail and problem‑solving ability in a fast‑paced service environment
• Proficiency in ERP systems (NetSuite experience strongly preferred)
• Strong written and verbal communication skills across operations, sales, warehouse teams, and vendors
• Ability to exercise independent judgment and discretion in coordinating service operations

Relevant Experience

• Service management or service dispatching
• Inside sales or service coordination
• Project management
• Procurement or vendor coordination