HTLS Service Coordinator

WELDFIT•Houston, TX

18d•Onsite

About The Position

The HTLS Service Coordinator manages assigned HTLS service work orders from closed-won through billing. The coordinator assigns work job by job and retains the largest, most complex, and highest-value jobs. For assigned jobs, the coordinator manages the handoff from the commercial team to operations, keeps customers informed, ensures jobs are complete and correct before dispatch, captures scope changes, and submits job paperwork to billing promptly and accurately. Final schedule sign-off and approval of deviations from the technician matrix are the responsibility of the Senior HTLS Service Coordinator. The two coordinators serve as backups for each other. Success requires timely responses, strong organization, attention to detail, clear communication, and proficiency with Salesforce, SyteLine, and Excel. The role coordinates customer communications and job documentation; maintains accurate work orders, service appointments, schedules, and system records; coordinates equipment, fittings, engineering information, and technician dispatch; tracks work against quotes and processes change orders; and supports billing reconciliation, invoice disputes, and margin reviews. The coordinator also supports service center operations, estimating, inventory controls, customer surveys, and other service operations needs. This is a full-time, day-shift position based in Brittmoore, Houston, Texas, with travel of up to 25%. The role requires an associate degree or equivalent experience in the oil and gas industry, with 2+ years of service coordination, dispatch, expediting, or project coordination experience preferred.

Requirements

Associate degree or equivalent experience in the oil and gas industry.
2+ years of service coordination, dispatch, expediting, or project coordination experience preferred.
Salesforce (Field Service) and ERP experience preferred; SyteLine experience is a plus.
Document control experience.
Oral and written communication skills.
Attention to detail.
Strong organizational skills.
Interpersonal communication skills.
Customer service skills.
Salesforce/CRM skills.
Microsoft Excel skills.
Time management skills.
Basic administrative skills.
Ability to manage multiple jobs and deadlines at once.

Nice To Haves

Salesforce (Field Service) experience.
ERP experience; SyteLine experience is a plus.
2+ years of service coordination, dispatch, expediting, or project coordination experience.

Responsibilities

Contact customers after an order is closed-won and assigned to confirm job details, site contacts, and projected dates; manage proactive and reactive pre-project communication.
Collect job data sheets and upload job details to the CRM work order folder; complete required fields on work orders and service appointments.
Confirm projected project dates with customers and keep CRM service appointments current as dates change.
For line-stop jobs, ensure sealing elements are ordered and delivered to the service center in time for the job.
Work with Engineering to provide requested stack-up drawings and technical information, including equipment details and flow rates.
Ensure customers receive MTRs for orders with fittings.
Ensure a signed MSA, contract, or purchase order is in place before work is performed, working with the Customer Contracts Manager as needed.
Participate in customer pre-job calls as the WeldFit representative and ensure customer needs and job information are communicated to service operations and technicians.
Track each job against its quote; identify and communicate out-of-scope work to customers in real time and process change orders.
Ensure equipment setup, technician dispatch, and equipment return flow through the CRM work order management process.
Keep SyteLine and Salesforce synchronized for assigned orders.
Coordinate built-to-order fitting build status and delivery with the PM team.
Coordinate with the ISW Service Line Manager to schedule ISW services on HTLS jobs.
Update the online schedule in real time to accurately reflect technician location by day.
Ensure job contacts, location, assets, and files are complete before dispatch.
Prepare schedules for assigned jobs and submit them to the Senior HTLS Service Coordinator for final sign-off; dispatch technicians after approval.
Staff assigned jobs according to the technician matrix and submit proposed crew-size deviations to the Senior HTLS Service Coordinator for approval before dispatch.
Support the billing team with JCA reconciliation and service records.
Resolve invoice disputes by collecting backup data and preparing spreadsheets that lay out job details.
Reconcile CRM WOLIs to the ERP system so revenue is recognized in the proper month.
Participate in margin review meetings with Operations and Estimating.
Participate in service center operations meetings and support Estimating with quotations as needed.
Coordinate with the PM team on standard and inventory fittings built for planned jobs or inventory.
Support inventory controls and ensure fitting inventory transactions are recorded properly.
Coordinate equipment needs for scheduled jobs with the Manager, Service Equipment Assets.
Ensure post-job surveys are sent to customers and share results with the team.
Keep account managers current on their customers’ projects and support other service operations needs as requested.
Meet performance targets: submit JCA to Accounting within 3 business days of job completion; dispatch 100% of jobs with a complete work order and signed agreement; upload more than 95% of job files into CRM; submit change orders within 5 business days of job completion; and maintain zero SyteLine/Salesforce discrepancies at month-end close.