Lab Services Coordinator

Flagship Facility Services, Inc.•San Diego, CA

18d•$23 - $27

About The Position

The Lab Service Coordinator is responsible for executing administrative support functions for the Lab Services division. This includes coordinating service requests, dispatching, maintaining physical and digital records, supporting management and field personnel, communicating with customers, and ensuring that service operations are efficient and best-in-class.

Requirements

High School Diploma or equivalent
Prior experience in an administrative support role, preferably within a service or maintenance environment.
Professional verbal and written communication and customer service skills; a welcoming, responsive, customer-oriented mentality.
Strong organizational skills and attention to detail.
Intermediate Proficiency in the Microsoft Office Suite (Word, Excel, Outlook, etc.)
Proficiency in service management software such as CMMS and LMS (e.g., Qualer, Workday, etc.).
Ability to prioritize effectively and manage multiple projects simultaneously.
Problem-solving and decision-making.
Time management and ability to meet deadlines.
Collaborative and team-oriented mindset.
Adaptability and flexibility in a dynamic environment.
Authorized to work in the U.S.

Nice To Haves

Basic knowledge of laboratory equipment or laboratory environments is a plus but not required.

Responsibilities

Customer Support: Act as a first point-of-contact for service-related customer inquiries. Identify and address customer needs and complaints, and escalate complex issues to relevant leadership as necessary. Follow up with customers post-service to ensure satisfaction and gather feedback.
Service Coordination: Schedule and assign tasks/service jobs/work orders to relevant personnel based on availability and skill set. Communicate with customers to confirm service appointments, provide updates, and resolve issues. Ensure service requests are logged and tracked in the appropriate system (e.g., Qualer, WorkDay, etc.). Identify and troubleshoot service workflow inefficiencies Coordinate with relevant departments to complete cross-functional tasks
Documentation and Reporting: Maintain accurate emails and service records, including work orders, invoices, PO’s, and contracts information. Prepare and distribute service-related reports, including metrics on job completion, technician performance, and customer satisfaction. Assist in preparing quotes and estimates for service jobs.
Billing and Invoicing: Process service-related billing and ensure timely invoicing to customers. Work with the Finance teams and to track payments and resolve billing issues. Reconcile service orders with payments and handle discrepancies. Perform associated administrative tasks to facilitate billing and collections routines.
Inventory and Asset Management: Track and manage inventory for applicable service jobs. Place orders for necessary parts and materials and ensure timely delivery to technicians. Maintain accurate records of parts usage and stock levels. Support internal and customer asset management routines
Process Improvement: Identify opportunities for process improvements within the service department to enhance efficiency and customer experience. Assist in implementing new systems to streamline service operations.
Office Responsibilities: Front desk administration for office. Collect and distribute parcels and other mail. Coordinate mail and package flow in and out of office. Order/cater food for meetings or conferences with clients or leadership teams. Maintain inventory for shared office/building supplies. Support the scheduling and coordination of internal company events.
Compliance: Ensure all operational service activities comply with company policies, industry standards, and regulations. Maintain a safe working environment for service staff and ensure adherence to safety and security protocols.