Service Coordinator

Position Overview :

To provide assistance to the Service Manager in the day-to-day running of the Service Department.

Key Responsibilities & Accountabilities

• Assist the Service Manager in preparing quotations.
• Manage service contracts and coordinate jobs as assigned.
• Supervise the Service Administrator and deputies for the Service Manager when required.
• Prepare Service Certificates for approval by the Service Manager or Technical Manager.
• Draft and type Service Reports.
• Maintain and update service database records, including job logging, job book, and job files.
• Prepare service documentation packages for Service Engineers.
• Receive and process Advice Notes, Time Sheets, and Expense Claims upon job completion.
• Allocate job numbers and create new job files.
• Prepare and send service documentation and invoices to customers; archive completed jobs.
• Monitor shipment and retrieval of hire equipment as authorized.
• Raise Sales Orders for service work after obtaining approval.
• Liaise with the Service Manager / Technical Manager for technical queries and with the Spares Coordinator for material cost enquiries.
• Issue Service Reports and Certificates to customers after service completion.
• Monitor and follow up on spare parts identified during service visits.
• Support Accounts in preparing draft invoices and credit notes.
• Assist Accounts in managing accounts receivable and customer payments.
• Close out work orders once Sales Invoices are issued.
• Track upcoming service renewals within a 3-month window and inform the Service Manager.
• Maintain the department’s holiday database.
• Coordinate engineer travel arrangements as authorized.
• Perform other reasonable administrative duties as assigned.