Service Project Coordinator

Proserv•Houston, TX

About The Position

The Service Project Coordinator will work co-operatively and jointly with other company personnel and departments as required to ensure a high-level administrative support function is provided to the service team with the aim of supporting the achievement of a timely and successful conclusion to all projects.

Requirements

High School Diploma (or equivalent).
Proficiency in Microsoft Office Software (Word, Project, Power Point, Excel) and MS Project together with the ability to read and interpret technical documents.
Ability to work with ERP system(s).
Ability to manage time and resources effectively to meet Customer and Proserv deadlines.
You must be safe minded, familiar with shop site safety.
Flexible and able to support and interface with people at all levels.
Previous experience providing accurate reports as well as expediting documentation and parts.
Ability to work unsupervised and to take responsibility for effectiveness of own work.
Responds effectively to demands of high and varied workload and changing job priorities.
Confidential, sincere, honest with Integrity
Approachable, resourceful, driven and motivated, assertive.
Effective oral and written communication skills together with logical and numerical ability.
Self-motivated, enthusiastic, goal-oriented, and able to handle multiple projects.
Strong focus on quality, precision and punctual delivery of results.

Nice To Haves

Recognised Administration qualification preferred.
Accounting or Technical Degree or certification (PMP or CAPM) preferred
Ability to work remotely to assist Service personnel on all travel arrangements for on time arrival to customer sites onshore or offshore.
Ability to keep all service projects updated, filed, and invoiced in a timely manner.
Work with Accounts Payable and Accounts Receivable to make sure all costs and invoices are complete and submitted correctly or rectify any issues when they arise.

Responsibilities

Provide a focal point if required for communications coming into the service department.
Assist with relevant paperwork or training requirements for personnel.
Assist with travel and visas, if required.
Assist with D365 administration such as quotations, raising job numbers and maintenance orders.
Chase opportunities and update the Aftermarket Services Manager or Account Manager
Promote effective communication between the service team members, internal departments, suppliers and clients.
Prepare and raise documentation support for the service team where required such as work packs, shipping requests and certification.
Control away requirements such as medicals, injections, passports and training.
Control expediting and cost for part sales.
Source quotations from suppliers for the project/product team and other stakeholders.
To act as a point of escalation for all project engineers for commercial issues
To work with the expediter to ensure orders are delivered on time for Service Projects.
Control third party costings and hire dates.
Review costing against the project while in process with the key project personnel and identify any anomalies for resolution. Report monthly progress and costs to complete to the service supervisor. Monitor project performance by comparing actual performance against the estimates.
Obtain the relevant information to raise the appropriate variation orders or request an increase in purchase orders. Prior to invoicing or in response to any requests for changes by client.
Resolve, or assist, in resolving any quotation specification discrepancies with the relevant project engineer.
Responsible for monitoring all the money spent on assigned projects, supporting Project Engineers where PO value is less than actual spent.
Compile the invoices with the relevant back-up documentation and submit to the client. Keeping the relevant information up to date.
Assist with the corporate review of critical margins on each project.
Assist with monitoring the costing of hours against the department.
Maintain contracts in conjunction with the commercial team.
Report any anomalies to the Aftersales or relevant Manager with costing against a project.
Manage Equipment/Test Kit - on/off hire and preparation for project.
Part of the on-call Rota.
Chase and Expedite client quotations.
Coordinate the various interrelated processes of a project. Manage the implementation of all the activities described within the scope. Update on a regular basis and communicate any changes to key project personnel and clients.
Perform other duties and responsibilities as assigned.