Service Operations Coordinator

Probo Medical•West Jordan, UT

1d•Onsite

About The Position

Probo Medical is a diagnostic imaging sales and service provider dedicated to delivering high-quality, affordable healthcare products and services globally. With operations across the US, Canada, the UK, and parts of Europe, their mission is to enhance access to healthcare by reducing costs and empowering medical professionals. The company emphasizes building strong customer relationships through teamwork and problem-solving. The Service Operations Coordinator is responsible for coordinating and scheduling project-based service work for an Original Equipment Manufacturer (OEM). This role acts as a central liaison between Field Service Engineers, OEM Project Managers, customers, and end users to ensure tasks are scheduled, executed, and completed on time. Additionally, the coordinator manages the entire service order lifecycle, including creation, documentation, closure, and billing, while providing daily operational support to the Support Services team.

Requirements

High School Diploma/GED, Associate’s degree (A. A.) or equivalent from two-year university or technical school; or a minimum of 2 years of related experience to work activities or equivalent combination of education and experience
2+ years of experience in service coordination, scheduling, project support, or similar operational roles
Strong organizational, time management, and communication skills

Nice To Haves

Experience supporting field service teams or working within OEM service environments preferred

Responsibilities

Coordinate and schedule project work for assigned OEM initiatives
Collaborate with Field Service Engineers, customers, and end users to confirm service schedules
Communicate scheduling details and changes promptly to all stakeholders
Adjust schedules as needed due to workload changes, project updates, or customer needs
Create and maintain service orders for designated project and service work
Ensure service orders accurately reflect scope, requirements, and customer information
Track service order progress through completion and closure
Work closely with OEM Project Managers to support defined milestones and timelines
Maintain Smartsheet and other internal tracking tools to ensure project visibility
Identify and proactively communicate risks impacting timelines or service execution
Send service completion and follow up communications to customers and OEM stakeholders
Distribute, collect, and track debrief forms and required service documentation
Ensure all records are complete, accurate, and stored in the appropriate systems
Review completed service orders for accuracy and completeness prior to billing
Close service orders and submit required documentation for invoicing of applicable work
Resolve documentation or billing discrepancies to support timely invoicing
Serve as first line of support on phones, including: Triaging incoming calls
Transferring calls to appropriate teams or individuals
Handling and initiating customer requests for service
Enter requests for service into service management software, including opening and maintaining work orders
Dispatch Field Service Engineers and Applications Specialists based on service needs, availability, and priority
Serve as first line of support for the Customer Service inbox, including: Monitoring, responding to, and triaging incoming emails
Manage and triage incoming requests to ensure timely response, accurate routing, and appropriate follow up
Provide support for day to day operational tasks as needed
Participate in continuous improvement initiatives to enhance service operations and team efficiency