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Field Service Operations Coordinator

2 months ago

Jacksonville, Florida, United States The New IEM, Llc Full time
Job Overview

About The New IEM, LLC

The New IEM, LLC is a leading independent manufacturer specializing in custom electrical distribution and power quality solutions across North America. With decades of experience, we pride ourselves on delivering tailored solutions that adapt to the evolving needs of various industries.

POSITION SUMMARY:

The Field Service Support Specialist plays a crucial role in providing extensive administrative and operational support to the field service management team. This position is integral to coordinating field service operations, managing essential documentation, assisting in the scheduling of technicians, and maintaining internal certifications for the field service department.

This role involves regular interaction with multiple departments within the organization, as well as external vendors and clients. The specialist will work closely with the Field Service Senior Director and collaborate with purchasing and manufacturing teams to ensure timely fulfillment of material and parts requests, ensuring they arrive at customer sites as needed.

The Field Service Support Specialist will also follow up with field teams to guarantee that all necessary documentation is completed accurately and uploaded to our internal systems. This role includes assisting management in generating monthly financial reports related to field service performance and creating presentations as required.

KEY RESPONSIBILITIES:

Administrative Duties:

  • Maintain and update service records, contracts, and vendor information in the company database.
  • Prepare and distribute comprehensive service reports, invoices, and project closeout documentation.
  • Assist in onboarding new vendors and contractors, ensuring compliance with necessary documentation.
  • Track and ensure timely submission of all service reports from the field team.
  • Complete monthly expense reports for management review.
  • Support the development of Return Material Authorization (RMA) documentation.
  • Compile data for monthly financial performance reports related to technician utilization and labor costs.
  • Ensure all field service personnel are compliant with company policies and safety guidelines.

Scheduling and Coordination:

  • Assist in scheduling field service technicians based on training and customer requirements.
  • Coordinate travel arrangements and logistics for field service personnel.
  • Monitor service schedules to ensure timely completion of projects and submission of reports.
  • Facilitate communication between field service technicians and management regarding internal process updates.
  • Assist in planning and executing field service projects, ensuring adherence to timelines and budgets.
  • Prepare project status reports for management review.
  • Collect and analyze data related to field service activities and customer feedback.

Inventory Management:

  • Monitor inventory levels of service parts and tools.
  • Coordinate with procurement to ensure timely replenishment of supplies.
  • Maintain accurate records of inventory transactions and conduct regular audits.
  • Assist in developing an asset tracking system for field service tools and equipment.

QUALIFICATIONS:

Education:

  • Bachelor's or Associate's degree in Business Administration, Management, or a related field.

Experience/Skills Required:

  • Minimum of 3 years in an administrative or support role, preferably in a dynamic environment.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Strong organizational skills and attention to detail.
  • Ability to manage multiple tasks effectively.
  • Excellent communication skills and teamwork capabilities.
  • Willingness to travel occasionally for company-related activities.

PHYSICAL/MENTAL/ENVIRONMENTAL:

Vision: Prolonged periods of close work on computer screens.

Mental Demands: Ability to interpret, analyze, and manage multiple tasks simultaneously.

Environment: Climate-controlled office and warehouse space.

Physical Demands: Ability to lift packages weighing 40-50 lbs.