Service Operations Coordinator

Probo Medical•West Jordan, UT

just now•Onsite

About The Position

Probo Medical is a diagnostic imaging sales and service provider that delivers high-quality, affordable healthcare products and services to medical practices around the world. With locations that span across the US, Canada, the UK and parts of Europe, we’ve made it our mission to increase access to healthcare services for patients worldwide. We believe that it starts with reducing healthcare costs and empowering medical professionals to make smarter decisions for their healthcare business. As employees of Probo Medical, we focus on building quality relationships with customers, by empowering our teams to solve problems together and creating long-lasting relationships with our customers. If you have a passion for healthcare and share our common goal to help increase patient access to affordable, high-quality products and services, we encourage you to apply! The Service Operations Coordinator is responsible for coordinating and scheduling project based service work on behalf of an Original Equipment Manufacturer (OEM). This role serves as a central point of coordination between Field Service Engineers, OEM Project Managers, customers, and end users to ensure designated tasks are scheduled, executed, and completed within established timelines. The Service Operations Coordinator also manages the service order lifecycle including creation, documentation, closure, and billing, while supporting the Support Services team with day to day operational needs as required.

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.