Service Coordinator

2 days ago

Remote, Oregon, United States Maintecx Machine Tool Full time $44,800 - $96,900 per year

Location: Remote

Status: Full-Time, Non-Exempt

Position Summary

The Service Coordinator / Operations Assistant supports Maintecx by ensuring efficient scheduling, coordination, and documentation of all service activities. This individual will manage the service calendar, prepare service quotes, maintain accurate equipment and service records, and serve as a primary point of contact between customers, technicians, and management. The ideal candidate is organized, detail-oriented, and proactive in supporting daily operations and customer satisfaction.

Key Responsibilities

Service Coordination

  • Schedule and organize service appointments for field technicians.
  • Maintain the service calendar to ensure timely and efficient scheduling of all work orders.
  • Communicate with customers to confirm service dates, details, and requirements.
  • Prioritize and assign service calls based on technician availability, location, and skill set.

Administrative & Reporting

  • Collect and organize service reports from technicians; ensure completeness and accuracy.
  • Maintain an up-to-date equipment list for all company assets.
  • Input and manage service data in CRM?ERP system
  • Generate and distribute internal reports on service activity, open jobs, and turnaround times.

Quoting & Documentation

  • Prepare and issue service quotes for repairs, maintenance, and installations.
  • Track open quotes and follow up with customers on approvals.
  • Assist with work order creation and ensure documentation aligns with billing requirements.

Customer & Technician Support

  • Act as a liaison between technicians and customers for scheduling, updates, and documentation.
  • Ensure customers receive timely updates on service status and completion.

Additional Responsibilities (to fill out time and add company value)

Office & Operations Support

  • Support invoicing preparation or review service-related billing for accuracy.
  • Maintain and organize digital files, forms, and shared company data.

Customer Success & Communication

  • Follow up with customers post-service for satisfaction feedback.
  • Support customer onboarding for new service accounts (collecting site info, serial numbers, contacts, etc.).
  • Create and send maintenance reminders or service plan renewal notices.

Marketing & Administrative Assistance

  • Assist with driving Maintecx's image across our territory
  • Contribute to internal process documentation or SOP creation for service operations.

Qualifications

  • 2+ years of experience in administrative coordination, dispatching, or service operations preferred.
  • Strong organizational and multitasking abilities.
  • Proficient in Microsoft Office Suite (Excel, Outlook, Word) and capable of learning CRM/ERP software.
  • Excellent communication and customer service skills.
  • Strong attention to detail and ability to manage multiple priorities under time constraints.
  • Knowledge of industrial equipment, manufacturing, or technical service environments a plus.

Compensation & Benefits

  • Competitive hourly or salary pay (based on experience)
  • PTO, holiday pay, and benefits per Maintecx policy

Job Type: Full-time

Pay: $ $22.00 per hour

Expected hours: 40 per week

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off

Work Location: Remote

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