Service Coordinator

GETINGE SOUTH EAST ASIA PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading service organization in Southeast Asia is seeking a Service Coordinator to manage customer service hotlines, assign service orders, and ensure accurate data maintenance in SAP. The role requires 3-5 years of experience in customer service, excellent communication, and organizational skills. Candidates should be comfortable working both independently and as part of a team. Proficiency in MS Office and SAP is preferred.

Qualifications

• 3-5 years of experience as a service coordinator and/or in customer service.
• Excellent communication and organizational skills.
• Ability to work in a fast-paced environment.

Responsibilities

• Handle customer service hotline and create Service Order in SAP.
• Assign Service Orders to Field Service Engineers.
• Manage month-end closing and invoice preparation.

Skills

Communication skills

Organizational skills

Ability to work independently

Ability to work in a team

Education

Diploma in any discipline

Tools

MS Office

SAP

Job description

Job Overview

• Interfacing & coordinating back-end service activities between customers, field service team and other departments in the organization.
• Fulfilling commercial requirements of customers and other departments in the organization.

Duties & Responsibilities

Daily responsibilities

• Handle the customer service hotline and create the Service Order in SAP as per SOP.
• Assign the Service Orders to the Field Service Engineers based on trainings, and availability.
• Receive the customer PO, match with SAP Service Orders, and follow up with the Field Service Engineers, and spare parts ordering.
• Pro-actively communicate with the customers to provide updates and follow-up with pending PO.
• Do the daily working hours reconciliation in SAP and follow up with the Field Service Engineers in case of missing hours and other issues.
• Prepare the weekly service roasters for stand-by duty and divert the hotline after working hours.
• Receive in office the spare parts and tools back from calibration.
• Ensure that all opened Service Orders on-hold have the correct status and comments in SAP. Follow up with the engineers to ensure timely closure of the orders.
• Support the Service manager with quotations preparation and other administrative tasks.

Month-End responsibilities

• Perform month end closing as per Service SOP and Finance Department requirements.
• Close the Service Orders and prepare the invoice with supporting documents.
• Email invoices to customer and upload invoices to customer platforms, if required
• Support the Finance department with Account Receivable collection.
• Prepare and manage the monthly Preventive Maintenance schedule and coordinate with service engineers and customers.
• Issue Purchase Orders to contractors and process the corresponding Service Orders.
• Prepare the monthly Overtime Claim.
• Manage and handle tools for calibration and avoid any lapse on expiration date.

Cycle Stocktake and Data Maintenance

• Ensure that SAP data is kept accurate and up to date (equipment status, warranty, location, customer data…).
• Review and confirm the data and documentation uploaded by the Field Service Engineers to SAP.
• Coordinate the yearly spare parts inventory count for all the field service engineers.

Administrative responsibilities

• Perform any other duties as may be reasonably assigned by the line manager and/or the Company.

Requirements

• Proven experience as a service coordinator and/or customer service role with 3-5 years working experience.
• Possess execllent communication and organizational skills.
• Able to work in a fast-paced environment.
• Able to work independently and as a team.
• Proficiency in MS office and SAP is Preferred.
• Minimum Diploma holder in any discipline.