Service Operations Coordinator: Planning & Invoicing

Ingersoll-Rand plc; Zoeterwoude; On-site; EUR 42,000 - 62,000; Full time

Job summary

Ingersoll Rand plc is seeking a Service Operations Coordinator in the Benelux region to provide comprehensive administrative and operational support across service, parts, planning, purchasing, and invoicing functions. This on-site role ensures business continuity by acting as a flexible backup resource across the service support team.

You will coordinate service activities, schedule engineers, manage invoices, and maintain records, while communicating in Dutch and English with customers,

Qualifications

• MBO+ level education or equivalent experience.
• Minimum 3 years' experience in an administrative, service coordination, operations support, customer service, or commercial support role.
• Strong organisational and multitasking skills.
• Excellent attention to detail.
• Proficient in Microsoft Office applications.
• Experience working with ERP systems.
• Strong communication and interpersonal skills.
• Fluent Dutch and English language skills.
• Ability to prioritise workload and meet deadlines.
• Experience within an engineering, industrial, manufacturing, or technical service environment.
• Knowledge of technical products or spare parts administration.
• Experience with service planning or dispatching engineers.
• Understanding of inventory management and purchasing processes.

Responsibilities

• Identify spare parts using technical documentation and system tools.
• Conduct technical spare parts lookups.
• Prepare and issue quotations for spare parts and maintenance services.
• Process customer orders from quotation acceptance through to delivery.
• Maintain and update spare parts pricing structures.
• Support customers with product and parts enquiries.
• Provide backup support for the Parts Sales function when required.
• Coordinate service activities and engineer scheduling.
• Support the planning of preventative maintenance visits and breakdown services.
• Maintain service records and customer communications.
• Monitor open service calls and ensure timely follow-up.
• Provide cover for Service Coordinators during absence or peak periods.
• Assist with resource allocation and service planning activities.
• Coordinate engineer availability, travel requirements, and customer schedules.
• Support workload balancing to maximise service efficiency.
• Provide planning cover as required.
• Prepare and process service and parts invoices accurately and promptly.
• Verify service reports and supporting documentation prior to invoicing.
• Resolve invoice queries and discrepancies.
• Support month-end administration activities.
• Provide invoicing support during periods of absence or increased demand.
• Raise purchase orders for materials and services.
• Liaise with suppliers regarding availability, pricing, and deliveries.
• Escalate supply chain concerns where necessary.
• Support inventory management activities.
• Monitor stock levels and replenishment requirements.
• Coordinate incoming and outgoing shipments.
• Maintain inventory accuracy within company systems.
• Assist with warehouse and logistics administration.
• Support project teams with documentation and administration.
• Coordinate project-related materials and logistics.
• Track deliveries and maintain project records.
• Assist with documentation control and filing.
• Deliver professional customer service to internal and external stakeholders.
• Respond to customer enquiries in a timely and professional manner.
• Build positive relationships with customers, suppliers, engineers, and colleagues.
• Communicate effectively in Dutch and English, both verbally and in writing.
• Maintain continuity of service operations through cross-functional support.
• Ensure high levels of accuracy in all administrative tasks.
• Support departmental performance and customer satisfaction objectives.
• Follow company policies, procedures, and operational standards.
• Contribute to continuous improvement initiatives.
• Demonstrate flexibility and willingness to support all service functions.

Job description

Ingersoll Rand plc is seeking a Service Operations Coordinator in the Benelux region to provide comprehensive administrative and operational support across service, parts, planning, purchasing, and invoicing functions. This on-site role ensures business continuity by acting as a flexible backup resource across the service support team.

You will coordinate service activities, schedule engineers, manage invoices, and maintain records, while communicating in Dutch and English with customers,