Service Coordinator (Repair Shop Operations)

About the Role

We are seeking a highly organized and detail-oriented Service Coordinator to manage the complete lifecycle of repair projects within a technical service environment. This role serves as the central point of coordination between customers, technicians, vendors, and internal leadership—ensuring work orders, logistics, materials, documentation, and financial controls are executed accurately and efficiently from initial service request through job closeout.

Who Will Succeed in This Role

The ideal candidate thrives in fast-paced, operations-driven environments and enjoys bringing order to complex, multi-step processes. You are comfortable juggling priorities with a strong understanding of time management. Must be able to communicate clearly in both a technical and non-technical way to ensure all parties involved are kept up to speed on the status of each project. You value accountability, have strong attention to detail, and approach problems with a solutions-oriented mindset.

Key Responsibilities

Work Order & Project Coordination

Create, manage, prioritize, and track repair work orders from intake through completion
Schedule routine and emergency maintenance activities in coordination with technicians and supervisors
Prepare job travel or work packets as materials arrive and work begins
Ensure jobs are properly completed, documented, closed, and released for invoicing and shipment

Quoting & Cost Management

Obtain material and vendor bids; estimate labor, freight, and ancillary costs
Prepare and issue customer quotes, process approvals, and generate sales orders
Provide detailed quotes including repair costs, lead times, and replacement options as applicable
Monitor labor and material costs throughout the job lifecycle and flag potential cost overruns

Purchasing & Logistics

Coordinate with vendors and contractors to obtain quotes and issue purchase orders
Purchase and expedite non-stock materials as required to meet project schedules
Support the management of spare parts, tools, and consumable inventory

Communication & Documentation

Serve as the primary point of contact for customers, internal teams, and vendors regarding job status
Provide timely updates, resolve issues, and escalate concerns as appropriate
Maintain clear, accurate, and complete records within work order and tracking systems
Provide general administrative and operational support to the maintenance team and supervisor

Required Qualifications

Experience: Minimum of 3 years in a service coordination, project coordination, or administrative role supporting technical, industrial, or manufacturing operations (e.g., equipment repair, heavy machinery, hydraulics, field service)
Technical & Computer Skills: Strong proficiency in Excel and standard business applications; ability to work comfortably within inventory, work order, or customer management systems
Organizational Skills: Exceptional attention to detail with the ability to manage multiple active jobs simultaneously in a deadline-driven environment
Communication Skills: Clear, professional verbal and written communication skills for frequent interaction with customers, vendors, and internal teams
Problem Solving: Proven ability to anticipate scheduling, material, and cost issues and take proactive steps to resolve them

Preferred Qualifications

Experience preparing quotes, tracking job costs, or supporting billing and invoicing processes
Familiarity with ERP, inventory management, or maintenance management systems
Prior experience in industrial repair, service shop, or field service operations

Schedule & Compensation

Schedule: Monday – Friday, 8:00 AM – 5:00 PM
Compensation Package will be dependent on experience

This position is ideal for someone who takes pride in operational excellence and enjoys being the backbone of a high-performing service organization. If you believe that is you we would love to hear from you!

Express Office: Eugene

945 Garfield

Eugene, OR 97402

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