Operations Coordinator

Xylem•Indianapolis, IN

16h•Onsite

About The Position

The Operations Coordinator is the operational hub of the branch—bridging customers, technicians, sales, and logistics to keep the business running smoothly. This role goes beyond administrative support; you directly impact customer satisfaction, revenue accuracy, technician productivity, and contract compliance by ensuring orders, billing, and service workflows are executed right the first time. Supporting multiple business units, this position is essential to maintaining operational discipline, compliance, and a high‑quality customer experience.

Requirements

High school diploma or equivalent.
2+ years’ experience in branch operations, customer service, order management, dispatch, or logistics.
ERP experience (ServiceMax or SAP preferred).
Proficiency with Microsoft Office.
Strong customer service and problem‑solving skills.
Excellent organization and attention to detail in fast‑paced environments.
Ability to coordinate schedules, logistics, and priorities across teams.
Clear communicator who works well independently and collaboratively.
Solid understanding of service operations and business processes.

Responsibilities

Act as the first point of contact for inbound calls, online inquiries, and walk‑in customers.
Process rental quotes, orders, contract updates, and service requests accurately and efficiently.
Resolve billing, invoicing, and payment issues with urgency and professionalism.
Address product and service questions, escalating to Sales or Service as needed.
Enter and manage orders, rentals, parts, and service requests in ERP systems (ServiceMax, SAP).
Ensure pricing, freight terms, and billing align with customer contracts.
Maintain contracts including renewals, updates, POs, and payment methods.
Verify labor, parts, and service data for accurate invoicing.
Coordinate technician schedules, equipment rentals, deliveries, and pickups.
Prepare and manage customer documentation and service paperwork.
Support shop technicians by generating work orders and confirming part availability.
Coordinate shipments across multiple sites and customer locations.
Follow documented workflows to ensure consistency and audit readiness.
Support branch metrics and reporting.
Partner with branch and service teams to meet customer commitments.
Maintain technician safety and training compliance.