Service Coordinator

Service Coordinator Job Description Department: Supply Chain Job Status: Full-Time FLSA Status: Salary, Non - Exempt Reports To: Purchasing Manager Location: The Woodlands, TX Amount of Travel Required: Less than 5% Work Schedule: Monday-Friday, 8:00 a.m. – 5:00 p.m. Positions Supervised: N/A AIP: Level 7 POSITION SUMMARY: The Service Coordinator plays a key role in supporting the end-to-end coordination and documentation of third-party services and rentals. This position acts as the central point of contact between Operations, Procurement, and Vendors to ensure services are properly requested, tracked, confirmed, and recorded within company systems. The goal is to drive service visibility, ensure timely vendor payments. ESSENTIAL FUNCTIONS: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may.") Service Order Coordination: Act as liaison between operations teams and vendors to initiate and confirm service requests. Ensure all service requests are routed through appropriate procurement channels. Maintain a log of all active and pending service orders, including expected delivery/completion timelines. Vendor Communication & Follow-Up: Serve as a consistent point of contact for vendors regarding service confirmation, delivery issues, and documentation. Proactively follow up with vendors to confirm service completion and obtain supporting documents (e.g., service reports, delivery confirmations, timesheets). Ensure vendors are aware of and adhere to company requirements for purchase order issuance and service validation. System Entry & Documentation: Support the entry of service receipts into the ERP system (e.g., Sage 300) for processing and payment. Work with warehouse and operations teams to confirm physical or service-based receipt when applicable. Assist in reconciling service POs with vendor invoices to validate accuracy prior to payment approval. Process Improvement & Visibility: Identify recurring issues related to service order delays, payment bottlenecks, or miscommunications. Collaborate with Procurement and Finance to develop checklists or SOPs to improve consistency in service receiving and PO closure. Monitor vendor holds and assist in clearing delays due to documentation or approval gaps. Perform other related duties as assigned to assist with successful platform operation, development, and business continuity. POSITION REQUIREMENTS Must be legally authorized to work in the United States without the need for sponsorship. Must be at least 18 years of age or older. Successfully passes all applicable general pre-employment testing including but not limited to: background check, pre-employment drug screening, pre-employment fit tests, pre-employment aptitude and/or competency assessment(s). Daily in-person predictable attendance to The Woodlands, TX location required. Valid U.S. Driver’s License required. Most employment is contingent upon meeting company driving standards, including 3-year U.S. driving history and an acceptable Motor Vehicle Record (MVR) in accordance with Company policy . EDUCATION/EXPERIENCE LEVEL High school diploma or equivalent; associate or bachelor’s degree preferred. 2+ years of administrative or coordination experience, preferably in procurement, logistics, or service operations. Experience with ERP systems (e.g., Sage 300, Oracle, SAP) is highly preferred. Strong communication skills and ability to interact with multiple departments and external vendors. Highly organized, detail-oriented, and proactive in follow-up and documentation. Ability to manage multiple service orders, priorities, and deadlines simultaneously. QUALIFICATIONS, SKILLS, COMPETENCIES, AND ABILITIES Strong organizational and time management skills. Proficiency in Microsoft Office and service management systems. Excellent communication and interpersonal skills. Ability to multitask and work in a fast-paced environm…

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