Service Operations Coordinator

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency — we operate as a dedicated extension of our clients’ teams, delivering high-quality service with precision, efficiency, and a personal touch.

We are looking for a Service Operations Coordinator to support one of our U.S.-based clients in coordinating multiple service and projects simultaneously.

This is a highly hands-on coordination role suited to someone who enjoys taking ownership, solving problems, managing multiple priorities and seeing tasks through to completion . You will work closely with contractors, vendors, clients and internal teams to ensure work is scheduled, followed up on and completed efficiently.

The successful candidate will be comfortable working with a high volume of active jobs at different stages, switching between priorities throughout the day and proactively addressing issues before they become delays.

This is not a purely administrative position . We are looking for someone who takes ownership of outcomes, communicates confidently, follows through persistently and can think independently when situations don't go according to plan.

PLEASE NOTE

• Working Hours: Monday – Friday, 3:00 PM – 12:00 AM South African time, subject to change in accordance with U.S. daylight savings and operational requirements.
• Public Holidays: You will be required to work on South African and U.S. public holidays . South African public holidays will be compensated in accordance with the BCEA.
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps upload and download , with the ability to support a wired Ethernet connection , is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: A reliable power backup solution is required to manage load shedding and power outages. Applicants without a suitable power backup solution cannot be considered.
• Work Environment: This is a fully remote working role.

Key Responsibilities

• Coordinate a high volume of active service and facility jobs simultaneously, ensuring each job continues progressing through the required stages.
• Take ownership of assigned jobs from initial coordination through to successful completion and close-out.
• Coordinate with contractors, vendors, clients, property representatives and internal teams to keep work moving according to schedule.
• Source and engage suitable contractors and service providers when required.
• Obtain and compare quotations and use sound judgement when selecting suitable service providers.
• Schedule contractors and coordinate access, appointments, inspections and required follow-ups.
• Monitor job progress and proactively identify issues that could cause delays or impact completion.
• Make regular follow-up calls and take persistent action when contractors, vendors or other stakeholders are not responding.
• Maintain accurate job information, documentation, updates and records within the relevant systems.
• Track required compliance documentation and follow up with vendors to ensure outstanding requirements are completed.
• Communicate clearly with stakeholders to understand issues, clarify requirements and establish appropriate next steps.
• Handle unexpected situations by investigating the issue, identifying practical solutions and taking appropriate action rather than waiting for instructions.
• Maintain accurate financial and job-related information, including quotations, invoices and other required documentation.
• Escalate issues appropriately while continuing to take ownership of the outcome.
• Ensure completed work is properly documented and that outstanding tasks are followed through to final close-out.

Requirements

• 2–3 years' experience in a coordination, operations, service delivery, project coordination or similar role.
• Experience coordinating a high volume of concurrent jobs, projects, work orders or service requests .
• Experience working with contractors, vendors, suppliers or service providers .
• Strong verbal and written English communication skills, with excellent listening and comprehension abilities.
• Comfortable communicating with a wide range of people and confidently asking questions to clarify incomplete or unclear information.
• Strong problem-solving and decision-making abilities, with the confidence to act when situations fall outside standard procedures.
• Excellent organisational and time-management skills, with the ability to prioritise competing deadlines without losing attention to detail.
• Strong follow-through and persistence — you don't give up after one unanswered call or email.
• High attention to detail when managing documentation, compliance requirements, quotations, invoices and job information.
• Comfortable working with multiple systems and learning new processes and software quickly.
• Self-motivated, accountable and able to work independently in a fully remote environment.
• Comfortable working in a high-volume environment where priorities can change throughout the day.

Experience in any of the following areas will be advantageous

• Facilities management
• Construction or renovation
• Restoration
• Insurance claims
• Logistics or service dispatch
• Vendor or supplier coordination
• Field services
• Property management
• Service-based operations

Ideal Candidate Profile

You are someone who

• Naturally takes ownership rather than waiting for someone else to solve the problem.
• Can manage numerous moving parts without becoming overwhelmed.
• Is persistent when chasing information, vendors, or outstanding tasks.
• Thinks critically and can find practical solutions when the usual process doesn't work.
• Communicates confidently and professionally with different types of stakeholders.
• Learns new information quickly and applies it accurately.
• Notices the small details that can create bigger problems later.
• Remains calm and organised when priorities change.
• Takes pride in getting work over the finish line .

If you thrive on coordination, problem-solving and keeping things moving — and you're the type of person who won't rest until the job is properly completed — we'd like to hear from you.

If you are not contacted within 14 working days, please consider your application unsuccessful.