Order Management Specialist & RMA Coordinator (Machine Services)

Georg Fischer • Irvine, CA

4d

About The Position

At GF, we see our company as a forward-thinking leader in our field. Since 1802, we have been embracing innovations and sustainable solutions of the highest quality that add value to people’s lives around the globe. Join us to be part of a forward-thinking, people-centered company where your ideas and contributions truly matter. This is your opportunity to make a real impact in a collaborative, international environment. The Machine Service Manager will primarily handle administrative tasks associated with machine services, including scheduling, documentation, compliance tracking, inventory management, and reporting. This role focuses on backend coordination rather than hands-on technical repairs, supporting a team of technicians and ensuring seamless machine lifecycle management. The ideal candidate is organized, proficient in data management, and experienced in administrative processes within a technical or industrial environment.

Requirements

• Bachelor's degree in Business Administration, Operations Management, Industrial Engineering, or a related field; equivalent experience may substitute.
• 3-5 years of experience in administrative roles within manufacturing, machinery services, or technical support environments.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and CMMS/ERP systems; experience with data analytics tools (e.g., Tableau) is a plus.
• Strong organizational skills with the ability to manage multiple tasks and deadlines in a fast-paced setting.
• Excellent communication skills, both written and verbal, for report writing and stakeholder interactions.
• Knowledge of machine maintenance principles, safety regulations, and inventory control best practices.
• Attention to detail and accuracy in documentation.
• Problem-solving mindset with a focus on administrative efficiency.
• Ability to work independently and collaboratively in a team-oriented environment.
• Familiarity with industrial machinery terminology and service workflows.

Nice To Haves

• Certification in project management (e.g., PMP) or administrative excellence (e.g., CAPM) is desirable but not required.

Responsibilities

• Scheduling and Coordination: Plan and schedule machine maintenance, inspections, and service appointments; coordinate with technicians, vendors, and clients to minimize downtime and ensure timely execution.
• Documentation and Record-Keeping: Maintain accurate records of machine histories, service logs, warranties, and repair reports using digital systems (e.g., CMMS software like SAP); prepare and update service contracts and compliance documents.
• Inventory and Parts Management: Track machine parts inventory, order supplies as needed, and manage vendor relationships to ensure availability of necessary components without overstocking.
• Compliance and Reporting: Ensure all machine services adhere to industry regulations (e.g., OSHA, ISO standards); generate regular reports on service metrics, costs, and performance for management review.
• Budget and Cost Tracking: Monitor service-related expenses, process invoices, and assist in budgeting for machine maintenance; identify cost-saving opportunities through data analysis.
• Team Support and Communication: Act as a liaison between administrative staff, field technicians, and stakeholders; train team members on administrative procedures and resolve any service-related queries.
• Data Analysis and Process Improvement: Analyze service data to identify trends, inefficiencies, or recurring issues; recommend administrative process enhancements to improve overall machine service efficiency.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 101-250 employees