Service Operations Coordinator (Eagle River, WI)

Entrance Technologies•Eagle River, WI

2d•$25

About The Position

Entrance Technologies is seeking a Service Operations Coordinator to coordinate daily service operations for an automatic pedestrian door company. The role is the primary point of contact for incoming calls and customer inquiries and coordinates technician scheduling and dispatch, service invoicing, purchasing, and documentation for large preventive maintenance projects. It supports efficient service department operations, customer communication, accurate billing, and organized project coordination. The ideal candidate is detail-oriented, highly organized, customer-focused, and able to manage multiple priorities in a fast-paced environment. The position also provides administrative support across the service department, including maintaining customer, service, project, invoice, and purchasing records; updating equipment and service history information; supporting communication among departments; and assisting with process improvements and special projects. Compensation is hourly, up to $25 per hour depending on experience, with bonus opportunities and benefits.

Requirements

Previous experience in service dispatching, scheduling, customer service, or administrative coordination is preferred.
Strong organizational skills and exceptional attention to detail.
Excellent verbal and written communication skills.
Ability to answer incoming calls professionally while managing multiple responsibilities.
Strong time-management skills and ability to prioritize competing deadlines.
Proficiency in Microsoft Office, including Outlook, Word, and Excel.
Ability to learn and use service management, invoicing, purchasing, and scheduling software.
Ability to maintain accurate records and manage large volumes of documentation.
Professional, dependable, proactive, and customer-service oriented.
Ability to work independently and collaborate effectively with a team.

Nice To Haves

Experience with invoicing, purchase orders, vendor coordination, or maintenance contract administration.
Previous operational experience in construction, doors, service, or a related field.

Responsibilities

Receive, prioritize, schedule, and dispatch service calls to technicians based on urgency, location, availability, and customer needs.
Coordinate technician schedules, service appointments, follow-up visits, and emergency service requests; communicate service details and schedule changes to technicians, customers, and management as needed.
Monitor service call progress and follow up on outstanding calls to support timely completion and customer satisfaction.
Maintain accurate service schedules, work orders, and records in the service management system.
Answer incoming phone calls, direct inquiries, respond to customer questions, gather service-call information, and route technical, billing, or escalated concerns appropriately.
Review completed work orders and prepare and process invoices; verify technician notes, labor hours, parts, purchase orders, and customer billing requirements.
Maintain invoice and service-call documentation, assist with invoice corrections and billing questions, and coordinate with accounting on discrepancies and missing information.
Order service parts, materials, and supplies; obtain vendor pricing and availability; prepare purchase orders; track orders and coordinate availability with technicians and management.
Maintain purchasing records and work with vendors on order discrepancies, returns, and delivery issues.
Create, organize, and update preventive maintenance project binders and documentation, including customer and site information, equipment lists, schedules, inspection records, work orders, service reports, and maintenance history.
Track preventive maintenance visits, coordinate customer and technician scheduling, monitor completed and outstanding work, and maintain equipment, deficiency, repair, and follow-up records.
Coordinate documentation and communication for multi-site and large-scale maintenance accounts; identify missing paperwork, overdue visits, and outstanding recommendations and bring them to the appropriate person's attention.
Prepare maintenance reports, customer updates, and project documentation as needed.
Maintain electronic and physical files; enter and update customer, equipment, and service-history data; assist the service manager and operations team with administrative tasks and special projects.
Support communication between service, accounting, technicians, sales, and management; identify opportunities to improve scheduling, documentation, billing, and administrative processes.
Perform other related duties as assigned.