Office/Administration - Parts/Materials Coordinator

MAX XX: $28/HR.

ACTUAL JOB TITLE: Service Coordinator – Service & Parts
Work hours: M-F 8-5
Start date: ASAP
REMOTE - Preference for candidates located in the Eastern or Central time zones
Length of assignment: 6-12 months
Labor Category: Clerical/Call Center – Total Markup 33.05%
Budgeted XX: $28.00.hour - Based one experience
MUST HAVE - order entry and accurate data management within CRM/ERP systems.
Payment Terms: Net 90 days (pay when paid)
Tenure MU 22.50% after 13 mos
Missing Equipment fee $2000
Brand: Essilor - Background check, OIG/GSA Exclusion Screenings

GENERAL FUNCTION
The Service Coordinator – Service & Parts is responsible for coordinating the end-to-end flow of service work orders, including field & depot service activities, while also managing service parts coordination & inventory support. This role serves as a critical liaison between customers, sales, sales operations, service technicians, depot teams, vendors, & internal partners to ensure timely service delivery, accurate parts fulfillment, & a high level of customer satisfaction.
The position requires strong organizational, communication, & problem-solving skills, with the ability to manage multiple priorities in a fast-paced service environment. The Service Coordinator creates a collaborative, customer-focused work environment that promotes teamwork, continuous improvement, operational accuracy, & service excellence.


MAJOR DUTIES & RESPONSIBILITIES
Service Coordination & Workflow Management
• Coordinate & organize the daily flow of service work orders for field & depot service teams.
• Assign, prioritize, & track service activities to ensure timely completion & effective resource utilization.
• Serve as a primary point of contact for service-related inquiries from customers, sales, sales operations, & service teams.
• Monitor service progress to ensure customer satisfaction, service quality, & proper invoicing.
• Act as an escalation point for scheduling, service execution, or customer concerns, resolving issues professionally & efficiently.
Customer Communication & Case Management
• Communicate clearly & proactively with customers regarding service status, scheduling, quotes, approvals, & issue resolution.
• Create service quotes & coordinate customer approvals in alignment with service & pricing guidelines.
• Process RMAs & coordinate customer returns into the service depot.
• Respond to inquiries via phone & email in a timely, professional manner, consistently delivering exceptional customer service.
Parts Coordination & Inventory Support
• Coordinate parts availability to support service repairs & customer orders, ensuring minimal service disruption.
• Process, track, & document parts orders, usage, & returns within the ERP & service systems.
• Support inventory accuracy through coordination with parts teams, vendors, & logistics partners.
Cross-Functional Collaboration & Process Improvement
• Work closely with Field Service, Depot Service, Sales, Sales Operations, Customer Service, & Vendors to ensure seamless service execution.
• Ensure compliance with internal service, inventory, & documentation standards.
Duties may evolve based on business needs.

BASIC QUALIFICATIONS
• Strong organizational & administrative skills with the ability to manage multiple priorities simultaneously.
• Excellent attention to detail & commitment to accuracy in service documentation & order processing.
• Effective written & verbal communication skills for interacting with customers & internal teams.
• Proficiency in Microsoft Office (Excel, Word, Outlook) & comfort using ERP, service, or inventory management systems.

PREFERRED QUALIFICATIONS
• Experience supporting field service, depot service, or technical service operations.
• Experience in the ophthalmic, optical, medical device, or related technical service industry.