GENERAL DESCRIPTION:
The Service Coordinator manages the administrative and operational activities associated with Orange Services projects from customer request through project completion and invoicing. Acting as a central point of coordination between customers, sales, operations, technicians, engineering, finance, and internal stakeholders, this role ensures service work is accurately tracked, properly documented, efficiently scheduled, and billed in a timely manner. Success in this role requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple projects and priorities simultaneously.
Responsibilities
- Manage service requests from intake through quoting, approval, scheduling, execution, closeout, and invoicing.
- Maintain accurate project status, ownership, and tracking records.
- Coordinate with customers, TSMs, technicians, and internal teams to gather required information and resolve open items.
- Monitor project progress and ensure timely completion of deliverables.
- Create and maintain service work orders and related records in iSales.
- Verify the accuracy of customer, asset, quote, PO, scheduling, and job information.
- Create and maintain customer asset records as needed.
- Process purchase orders and ensure alignment with approved quotes and project scope.
- Track released orders through completion and billing.
- Support technician scheduling and assignment activities.
- Coordinate customer schedules, travel arrangements, site requirements, materials, and job logistics.
- Ensure all customer, site, and compliance requirements are completed before work begins.
- Partner with the Service Manager and Technical Lead to ensure project readiness.
- Maintain contractor compliance requirements, including ISNet, Avetta, OSHA certifications, and training records.
- Coordinate customer-specific site access documentation, JSAs, and safety requirements.
- Monitor certification expiration dates and support renewal activities.
- Ensure technician reports, photographs, customer sign-offs, and supporting documentation are complete and properly filed.
- Monitor completed work to ensure prompt project closeout and invoicing.
- Verify all required documentation, reports, POs, and billing information are complete.
- Coordinate invoice preparation and submission with Finance and Operations.
- Identify and resolve issues that may delay billing and maintain visibility of completed but unbilled work.
- Provide project, scheduling, and documentation updates to customers and internal stakeholders.
- Escalate technical, operational, scheduling, or commercial issues when appropriate.
- Support project review meetings and follow-up activities.
- Identify process improvement opportunities and help maintain standardized procedures, checklists, and tracking tools.
- Provide backup support for Orange Services administrative processes as needed.
REQUIREMENTS:
- Associate's or Bachelor's degree preferred; equivalent combination of education, training, certifications, and relevant experience will be considered.
- 2+ years of experience in service coordination, project coordination, operations, order management, or a related field preferred
- Strong organizational, communication, time management and problem-solving skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Proficiency with ERP, CRM, or project tracking systems.
- Strong attention to detail and commitment to process accuracy.
- Strong attention to detail and follow-through.
- Proficiency with Microsoft Office, Outlook, and Excel.
- Experience with iSales, Avetta, ISNet, or similar systems is a plus.
- Experience in industrial, manufacturing, engineering, or field service environments is preferred.
ADDITIONAL REQUIREMENTS:
- Ability to pass company and customer-required background checks, site access screenings, and drug testing requirements as required for employment and customer facility access.
- Ability to coordinate and manage travel arrangements including flights, hotels, and rental vehicles as needed.
- Ability to provide cross-coverage for designated OS administrative and coordination functions and maintains sufficient working knowledge of related processes to support continuity during employee absences, vacations, travel, or field assignments.
- Required to maintain confidentiality of customer, employee, financial, pricing, operational, and other proprietary company information.
- Performs other related duties and responsibilities as assigned in support of Orange Services and company operations.
- Must possess and maintain a valid driver’s license and any other travel documentation required to perform the duties of the position.
TRAVEL REQUIREMENTS:
- Occasional travel may be required to company facilities, customer locations, meetings, trade shows, training events, or other business-related activities.
- May occasionally be required to visit a customer site to support job preparation, documentation, meetings, or coordination activities.
- Travel requirements may vary based on business needs.
BENEFITS:
- Competitive base salary with ongoing growth opportunities
- Complete benefits package:
- co. paid HSA medical plan
- co. paid dental
- co. paid life
- dental
- long term disability insurance
- 3% safe harbor retirement company contribution
- 20 Paid Time Off days per year, plus 9 holidays
- Subsidized lunch on-site
igus is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.