Service Coordinator

Service Coordinator

Job Summary

The Service Coordinator plays a key role in ensuring smooth execution of shop and field operations at our Joliet facility. This position handles invoicing, monitors work-in-progress (WIP), coordinates purchasing and logistics for field services, and provides essential administrative support. The ideal candidate is detail-oriented, proactive, and comfortable in a fast-paced industrial environment. You'll collaborate across teams, including production, project management, payroll, and ERP systems, while occasionally backing up purchasing functions to maintain operational efficiency and compliance.

Key Responsibilities

Invoicing Management: Prepare, review, and process invoices for completed jobs; submit to customer accounts payable departments. Ensure accuracy in billing details, rates, and specifications. Work with project leads and credit/collections to resolve discrepancies and follow up on outstanding payments to support timely revenue recognition.

WIP Monitoring & Reporting: Regularly track and monitor Work-In-Progress activities; generate reports on discrepancies (e.g., hours, purchase orders) for the General Manager, Production Manager, and Project Managers. Present updates and findings during weekly team meetings.

Purchasing & Logistics Coordination: Source and procure materials, tools, and equipment for shop and field operations. Negotiate vendor pricing, manage purchase orders from requisition to receipt, verify quality/safety compliance, and ensure timely deliveries to avoid disruptions. Coordinate logistics for field service needs.

ERP & Time Management: Balance employee time entries in the ERP system (reconciling hours, job codes, overtime, and allocations). Audit for accuracy and compliance; resolve issues to enable precise cost tracking. Enter paid time off records for shop employees.

General Administrative Support: Assist the Service Coordinator and shop projects as needed; support facility updates, inspections, and adherence to codes/safety standards.

Required Qualifications

1. High school diploma or equivalent (Associate's degree in Business Administration, Accounting, or related field preferred).
2. 2-3+ years of experience in administrative, operations, or coordination support roles, preferably in manufacturing, industrial services, or a related environment.
3. Familiarity with invoicing, purchasing, and ERP systems (experience with NetSuite, GSS, or similar highly valued).
4. Proficiency in Microsoft Office Suite (especially Excel, Word, Outlook) for data entry, reporting, and analysis.
5. Strong organizational skills, attention to detail, and ability to multitask in a deadline-driven setting.
6. Excellent verbal and written communication skills for working with internal teams, vendors, and clients.
7. Basic understanding of accounting principles, inventory, and procurement processes.
8. Ability to work independently and collaboratively in a dynamic industrial environment.
9. Valid driver's license.
10. Capable of lifting up to 25 lbs. and standing for extended periods.

Preferred Skills & Attributes

1. Experience in industrial equipment, manufacturing, oil & gas, or rotating equipment sectors.
2. Knowledge of WIP tracking tools or ERP-integrated dashboards.
3. Certification in procurement (e.g., CPSM) or accounting software proficiency (e.g., QuickBooks).
4. Proactive mindset with strong problem-solving, customer-service orientation, and adaptability to changing priorities.
5. Dedication to continuous improvement and a safety-first culture.

If you're organized, thrive in a hands-on industrial setting, and want to contribute to a team that keeps critical equipment running reliably, we encourage you to apply!

To apply, please visit our careers page or contact us through the Conhagen website at conhagen.com. Conhagen is an equal opportunity employer committed to diversity and inclusion.