Service Operations Coordinator

Job Description

Job Description

We are looking for a Service Operations Coordinator to join our team in the Marlborough, MA area. In this role, you will help keep service activities running smoothly by managing quotes, orders, billing-related tasks, and customer payment processing. This position works closely with service teams and customers to support parts coordination, maintain accurate records, and deliver responsive service throughout the order and payment cycle.

Responsibilities:

• Prepare and manage service-related quotations, customer orders, and billing documentation with accuracy and timeliness.

• Enter and apply customer payments in company systems to support order release and service fulfillment.

• Respond to customer questions regarding pricing, invoices, parts availability, and expected delivery timelines.

• Coordinate the movement of service parts and assist internal teams with updates needed to complete service requests.

• Track field part usage and maintain organized records to support operational visibility and planning.

• Share service updates with customers when needed, including warranty-related information and completed documentation.

• Follow established quality and compliance procedures aligned with applicable internal standards and regulated requirements.

• Contribute to workflow improvements that increase efficiency across service operations and related administrative processes.

• Keep required training current and provide general support to the broader service organization as business needs evolve.

• At least 2 years of experience in customer service, billing support, order processing, or a related coordination role.
• Previous experience handling quotations, payment processing, and service or sales order administration.
• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint.
• Familiarity with business systems such as ERP or CRM platforms; experience with NetSuite, Salesforce, Priority, or Agile is valued.
• Strong written and verbal communication skills in English.
• Excellent attention to detail with the ability to manage records accurately and stay organized in a fast-paced environment.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Detail-oriented, adaptable, and customer-focused approach with the ability to manage shifting priorities.