Service Coordinator - Rentals

OTC•Houston, TX

About The Position

The Service Coordinator provides administrative and operational support to the Service Manager and service team, helping ensure exceptional customer service and efficient service operations. The position coordinates service activities, responds to customer inquiries, supports technician scheduling, processes service orders, and maintains accurate information in company systems. It contributes to a seamless customer experience and operational excellence. The role also supports inventory and purchasing, vendor coordination, billing and invoicing, service records, and operational initiatives. The Service Coordinator collaborates with customers, vendors, technicians, and internal departments, and provides backup support to other team members as needed.

Requirements

At least two years of customer service, service coordination, administrative, operations, or related experience.
Strong proficiency with Microsoft Office applications.
Excellent customer service skills, with a focus on responsiveness and problem resolution.
Strong verbal, written, and interpersonal communication skills.
Ability to manage multiple priorities in a fast-paced environment.
Strong organizational skills and attention to detail.
Demonstrated ability to solve problems, analyze root causes, and implement effective solutions.
Ability to work independently and contribute effectively as a team member.
Experience coordinating across customers, vendors, technicians, and internal stakeholders.
Dependability, initiative, and accountability.
Positive, service-oriented attitude and commitment to quality and continuous improvement.
Accurate data entry and record-keeping skills.
Ability to adapt to changing priorities and business needs.

Nice To Haves

Associate degree or technical school certification, or equivalent combination of education and relevant experience.
Experience with ERP, field service, inventory, or work order management systems.
Previous experience supporting field service, mechanical service, HVAC, compressed air, industrial equipment, or construction-related operations.
Experience with purchasing, inventory management, and vendor coordination.
Knowledge of invoicing, service billing, and work order management processes.
Familiarity with Infor CSD, ISM, or similar service management systems.

Responsibilities

Respond promptly and professionally to customer inquiries, requests, and concerns.
Answer incoming calls and direct inquiries as appropriate.
Coordinate technician schedules and service workloads with the Service Manager.
Process and maintain service work orders, ensuring their accuracy and timely updates in company systems.
Review, update, and verify technician time entries before invoicing.
Ensure service orders are accurately billed and invoiced within established timelines.
Communicate with customers about service requests, job updates, equipment status, and repair information.
Monitor service activities to ensure jobs progress efficiently and customer expectations are met.
Resolve customer account and order issues in collaboration with internal departments.
Maintain accurate records in ISM, CSD, and other business systems.
Create and maintain customer, job site, preventive maintenance, and rental service records.
Support inventory and purchasing activities, including obtaining vendor quotes, placing purchase orders, and monitoring stock levels.
Track vendor deliveries, pricing updates, and backlog reports to support timely fulfillment of service needs.
Develop and maintain supplier relationships for specialized products and services.
Assist with BOM updates, capital projects, and other operational initiatives.
Provide backup support to Operations Specialists, Warehouse Coordinators, and other team members as needed.
Collaborate across departments to support business objectives and continuous improvement.
Perform additional duties and projects as assigned.