Customer Relations Coordinator

Tracerco•Pasadena, CA

About The Position

The Customer Resource Coordinator (CRC) delivers customer service, administrative support, and operational coordination within the region. Reporting directly to the Project Manager, the CRC serves as a liaison among customers, field personnel, and internal departments to support project execution and business operations. The position also has a functional reporting relationship with the Operations Manager, North America, for travel coordination, administrative functions, and financial reporting. The CRC supports field operations, business systems, financial accuracy, and process improvement. Responsibilities span operational and customer support; project and work-order management; invoicing and revenue processing; expense management; accounts payable; commission administration; inventory control; collections; procurement compliance; business compliance documentation; and Quality, Environmental Health & Safety (QEHS) initiatives.

Requirements

Microsoft Office Suite skills.
ERP systems experience or skills; Dynamics 365 is preferred.
Customer service excellence.
Project coordination and administration skills.
Financial and business systems management skills.
Organizational and time-management skills.
Attention to detail and accuracy.
Effective written and verbal communication skills.
Process improvement and operational efficiency skills.
Collaboration and teamwork skills.
Problem-solving and critical-thinking skills.

Nice To Haves

Dynamics 365 experience is preferred.

Responsibilities

Prepare and distribute work-order documentation and project files for field staff.
Review field personnel's project documentation for completeness and compliance before filing.
Support the Project Manager with customer communications, handle incoming inquiries, and direct them to appropriate personnel.
Coordinate procurement of office supplies, equipment, and operational resources for the regional office.
Maintain the Field Service Schedule Board and ensure accurate resource allocation and scheduling.
Process and coordinate reciprocity requests for local and regional project sites.
Arrange and administer site-specific safety training and certification requirements.
Manage administrative systems, project tracking tools, and operational databases.
Provide clerical and administrative support to technical and field service personnel.
Identify, implement, and manage process improvements to enhance operational efficiency and effectiveness.
Obtain and maintain customer purchase orders covering project work, and revise PO values as project scope changes.
Maintain Dynamics 365 Field Service Work Orders, updating records daily to reflect project status from scheduling through completion and posting.
Code and process project transactions in Dynamics 365 to facilitate timely Accounts Receivable invoicing.
Ensure products, services, and associated costs are recorded and submitted for billing.
Review and preliminarily approve employee expense reports in ExpensePoint; verify policy compliance before submission to the Project Manager or designated approver.
Assist management with expense screening and discrepancy resolution.
Process and code regional supplier invoices using appropriate project and cost codes, and coordinate approvals with Project Managers.
Monitor and follow up on outstanding supplier invoices for prompt vendor payment and commission calculations.
Prepare net-to-gross commission forms for projects before submission for corporate processing, and track and reconcile outstanding project costs.
Notify Finance of tracer-material usage, including Kr-85, Kr-79, Tritium, or chemical tracers, and ensure inventory usage is accurately recorded and allocated to projects.
Partner with Accounts Receivable to follow up on overdue payments and support regional debt collection efforts.
Maintain professional relationships with customer purchasing departments to facilitate payment resolution.
Ensure regional personnel follow company procurement procedures and internal purchase-order requirements; verify requisitions receive appropriate management approval and procurement-issued purchase orders before purchases are made.
Forward business licensing, certification, and tax-related correspondence to the Financial Controller for review and action.
Support company-wide Quality and EHS initiatives and programs.
Collaborate with Quality and EHS teams to develop, implement, and maintain systems and processes that improve operational performance across North American offices.
Promote adherence to company policies, regulatory requirements, and industry best practices related to safety, quality, and environmental compliance.