Project / Service Order Manager

in Collaborative•Chicago, IL

About The Position

The Project / Service Order Manager plays a critical role in coordinating, tracking, and optimizing service orders and project-based work across the organization. This position supports operational leadership by overseeing day-to-day service order workflows, managing work order systems, coordinating resources, and ensuring work is executed efficiently, safely, and in alignment with company standards. This role serves as a central hub between operations, technical teams, vendors, and internal stakeholders to ensure consistent execution, documentation, and visibility of all service and project activities.

Requirements

3+ years of experience in service coordination, project coordination, operations support, or order management.
Experience working with work order systems, CMMS, PSA, ERP, or ticketing platforms.
Strong organizational and multitasking skills.
Ability to communicate effectively with technical staff, leadership, and vendors.
Proficiency with Microsoft Office (Excel, Word, Outlook).
Process-driven
Detail-oriented
Strong follow-through
Customer and service mindset
Analytical and problem-solving skills
Adaptability in fast-paced environments

Nice To Haves

Experience in technical services, facilities, healthcare technology, IT services, construction services, or field operations.
Project management training or certification (CAPM, PMP, or similar).
Experience supporting multi-site or contract-based operations.

Responsibilities

Operational Coordination Coordinate and execute daily service order and project activities as assigned by Operations leadership.
Monitor active work orders and projects to ensure scope, schedule, and priorities are maintained.
Escalate risks, delays, or resource gaps as needed.
Service Order / Work Order System Management Serve as primary owner of the work order / service order management system (CMMS, PSA, or ERP).
Create, intake, route, assign, and track service orders and project tasks.
Audit system data to ensure accuracy, completeness, and timely closeout.
Project & Workflow Oversight Support planning and scheduling of labor, materials, and vendor resources.
Track progress and provide status updates to stakeholders.
Ensure documentation, approvals, and change orders are properly captured.
Procurement & Inventory Support Coordinate ordering of materials, parts, and supplies to support field and technical teams.
Monitor inventory levels and flag shortages.
Vendor & Contractor Coordination Interface with external vendors and subcontractors for specialized services.
Verify compliance with company safety and operational requirements.
Track vendor performance and completion.
Quality, Safety & Compliance Support Support internal standards, safety programs, and contractual requirements.
Assist with audits and documentation readiness where applicable.
Reporting & Continuous Improvement Produce operational reports (backlog, cycle time, completion rates, workload).
Identify trends and recommend process improvements.
Assist with system enhancements and automation.