Service Coordinator

Primary Responsibilities

• Purchasing:
• Purchasing: quotation requests to vendors, preparing and submitting purchase requisitions, issuing, and following up on Purchase Orders. Tracking all purchasing activities.
• Ensure all procurement activities are compliant with company policies and procedures.
• Maintain relationships with vendors to ensure timely delivery and cost efficiency.
• Coordinate ICPOs and related requests (issuing and tracking work orders and transfer orders).
• Monitoring & Tracking:
• Continuously monitor and track progress across assigned tasks.
• Identify and report any deviations or delays, ensuring timely resolution. (weekly report)
• Continuous monitoring of warranty claims, upgrades, and parts status. (weekly report)
• Liaising with customers to arrange the mobilisation of Service Engineers within the timelines required
• Ensure that the Service Engineer resourcing plan is fully updated and accurate
• Assisting with internal and external meetings as required
• Disseminate info out to the Service Engineers relating to job mobilisation
• Financially review Service Projects in Tracker FSM and prepare billing of Service Engineers for passing to accounts department for invoicing out to customer
• You will support the department with other service project duties as required.
• Training Coordination (weekly report):
• Communicate regularly with the Training Department to stay updated on training schedules and requirements.
• Maintain accurate records of training activities.
• Track and report the progress of FSTs in their training assignments.
• Administrative Support:
• Tools calibration (storage management, tracking due dates, calibration)
• Transportation & Hotel bookings (checking invoices, necessary arrangements)
• Provide general administrative support to ensure smooth day-to-day operations.
• Maintain organized records for all operational tasks, communications, and follow-ups.

Education/Qualifications

Bachelor’s degree or equivalent combination of education and experience

Experience Required

Working knowledge within a service/manufacturing environment

Key Competencies & Skills

Strategic

• Ability to work to tight deadlines
• Accuracy and attention to detail
• Good communication & interpersonal skills

Operating

• Be willing to provide colleagues with the information they need to complete their tasks and eliminate roadblocks.
• Be quick to identify critical information and respond appropriately.
• Able to apportion time effectively to complete tasks.
• Able to define, work within and improve business processes based on immediate and future business needs.
• Can be counted on to take personal responsibility in challenging situations and be willing to engage in disputes in order to settle them equitably

Energy

• Will be energised by challenges and drawn towards opportunities

Organisational

• Ability to plan, prioritise and manage own workload