Service Coordinator

Service Coordinator

Job Description

Department: Supply Chain

Job Status: Full Time

FLSA Status: Salary Non-Exempt

Reports To: Procurement Lead

Location: Houston, TX

Amount of Travel Required: Less than 5%

Work Schedule: M-F, 8am – 5pm

Positions Supervised: n/a

AIP: Level 7

POSITION SUMMARY: The Service Coordinator plays a key role in supporting the end-to-end coordination and documentation of third-party services and rentals. This position acts as the central point of contact between Operations, Procurement, and Vendors to ensure services are properly requested, tracked, confirmed, and recorded within company systems. The goal is to drive service visibility, ensure timely vendor payments.

ESSENTIAL FUNCTIONS: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may.")

- Service Order Coordination: Act as liaison between operations teams and vendors to initiate and confirm service requests.

- Ensure all service requests are routed through appropriate procurement channels.

- Maintain a log of all active and pending service orders, including expected delivery/completion timelines.

- Vendor Communication & Follow-Up: Serve as a consistent point of contact for vendors regarding service confirmation, delivery issues, and documentation.

- Proactively follow up with vendors to confirm service completion and obtain supporting documents (e.g., service reports, delivery confirmations, timesheets).

- Ensure vendors are aware of and adhere to company requirements for purchase order issuance and service validation.

- System Entry & Documentation: Support the entry of service receipts into the ERP system (e.g., Sage 300) for processing and payment.

- Work with warehouse and operations teams to confirm physical or service-based receipt when applicable.

- Assist in reconciling service POs with vendor invoices to validate accuracy prior to payment approval.

- Process Improvement & Visibility: Identify recurring issues related to service order delays, payment bottlenecks, or miscommunications. Collaborate with Procurement and Finance to develop checklists or SOPs to improve consistency in service receiving and PO closure.

- Monitor vendor holds and assist in clearing delays due to documentation or approval gaps.

- Perform other related duties as assigned to assist with successful platform operation, development, and business continuity.

POSITION REQUIREMENTS:

- Successfully pass background check.

- Possess a valid U.S. Driver's License.

- Consistent and reliable in person attendance.

EDUCATION/EXPERIENCE LEVEL:

- High school diploma or equivalent; associate or bachelor’s degree preferred.

- 2+ years of administrative or coordination experience, preferably in procurement, logistics, or service operations.

- Experience with ERP systems (e.g., Sage 300, Oracle, SAP) is highly preferred.

- Strong communication skills and ability to interact with multiple departments and external vendors.

- Highly organized, detail-oriented, and proactive in follow-up and documentation.

- Ability to manage multiple service orders, priorities, and deadlines simultaneously.

QUALIFICATIONS, SKILLS, COMPETENCIES, AND ABILITIES:

- Strong organizational and time management skills.

- Proficiency in Microsoft Office and service management systems.

- Excellent communication and interpersonal skills.

- Ability to multitask and work in a fast-paced environment.

- Experience in a service-oriented or technical environment.

- Familiarity with scheduling software or CRM platforms.

- Basic understanding of service contracts and warranty processes.

- Attention to detail and documentation accuracy

- Accountability in tracking and reporting open service tasks

- Problem-solving and adaptability in dynamic service environments

- Professionalism in vendor interactions

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

The Service Coordinator works indoors in an office setting, primarily sitting for extended periods of time at a desk station, keyboarding and using repetitive motions with wrists, hands, and or fingers. Vision abilities required by this job include close vision and the ability to adjust focus while reading and staring at computer monitor. They will also need to speak clearly and audibly, as well as have the ability to hear, understand, and distinguish speech and /or other sounds (e.g., building alarms) deriving from in person speech, telephone, or other remote speech. No adverse environmental conditions are expected. While in the office, the Service Coordinator may be called upon to stand, kneel, push, pull, reach overhead, stoop, crouch, climb, and lift; therefore, the Service Coordinator should be able to lift 25 lbs. independently.

Work hours may include early morning, late evenings, and weekends, depending on business necessity.

AAP /EEO STATEMENT:

The Company is committed to the cause of equal employment opportunity for all employees and applicants, thus abiding by all applicable state and federal laws. Our practices regarding employment, job promotion, compensation, training, and termination do not discriminate on the basis of race, color, religious creed, age, sex, national origin, veteran's status, disability, pregnancy, genetic information, or any other legally protected status. It is expected that all employees, both management and staff, will fully support these nondiscriminatory policies.

The company has reviewed this job description to ensure essential functions and duties have been included. It is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities.

Last Revised 10/2025