Customer Relations Coordinator

Tracerco; Pasadena (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

Tracerco in Pasadena, USA, is seeking a Customer Resource Coordinator to deliver exceptional customer service and provide administrative and operational support across North American projects.

Reporting to the Project Manager, the CRC acts as a liaison among customers, field personnel, and internal teams, supporting travel, finance reporting, and continuous process improvements. The role emphasizes accuracy, communication, and cross-functional collaboration to ensure project success.

Qualifications

• Customer service excellence and strong communication.
• Experience in project coordination and admin tasks.
• Proficiency with Microsoft Office and ERP systems (Dynamics 365 preferred).
• Strong organizational & time management skills.
• Attention to detail and accuracy.
• Ability to improve processes and boost efficiency.
• Team collaboration and problem-solving abilities.

Responsibilities

• Prepare and distribute work orders and project files for field staff.
• Review project documentation for completeness and compliance.
• Support the Project Manager in customer communications and inquiries.
• Coordinate procurement of office supplies, equipment, and resources.
• Maintain Field Service Schedule Board and resource allocation.
• Manage reciprocity requests for local/regional sites.
• Arrange site safety training and certification requirements.
• Manage admin systems, project tracking tools, and databases.
• Provide clerical support to technical and field staff.
• Identify and implement process improvements to boost efficiency.

Skills

Customer service excellence

Project coordination

Financial and business systems

Organization & time management

Attention to detail

Written & verbal communication

Process improvement

Collaboration & teamwork

Problem solving & critical thinking

Tools

Microsoft Office

Dynamics 365

Job description

The Customer Resource Coordinator (CRC) is a multifaceted role responsible for delivering exceptional customer service, administrative support, and operational coordination within the region. Reporting directly to the Project Manager, the CRC serves as a key liaison between customers, field personnel, and internal departments to ensure the efficient execution of projects and business operations.
The position also maintains a functional reporting relationship with the Operations Manager, North America, for travel coordination, administrative functions, and financial reporting activities. The CRC plays a critical role in supporting field operations, maintaining business systems, ensuring financial accuracy, and driving process improvements across the region.

Requirements

• Project Coordination and Administration
• Financial and Business Systems Management
• Organizational and Time Management Skills
• Attention to Detail and Accuracy
• Effective Written and Verbal Communication
• Process Improvement and Operational Efficiency
• Collaboration and Teamwork
• Problem Solving and Critical Thinking

Customer Relations Coordinator

The Customer Resource Coordinator (CRC) is a multifaceted role responsible for delivering exceptional customer service, administrative support, and operational coordination within the region. Reporting directly to the Project Manager, the CRC serves as a key liaison between customers, field personnel, and internal departments to ensure the efficient execution of projects and business operations.
The position also maintains a functional reporting relationship with the Operations Manager, North America, for travel coordination, administrative functions, and financial reporting activities. The CRC plays a critical role in supporting field operations, maintaining business systems, ensuring financial accuracy, and driving process improvements across the region.

Requirements

• Customer Service Excellence
• Project Coordination and Administration
• Financial and Business Systems Management
• Organizational and Time Management Skills
• Attention to Detail and Accuracy
• Effective Written and Verbal Communication
• Process Improvement and Operational Efficiency
• Collaboration and Teamwork
• Problem Solving and Critical Thinking

Microsoft Office Suite and ERP Systems (Dynamics 365 preferred)

Responsibilities

Operational & Customer Support

• Prepare and distribute work order documentation and project files for field staff in support of project execution.
• Review and verify project documentation submitted by field personnel to ensure completeness and compliance before filing.
• Support the Project Manager in customer communications, including handling incoming inquiries and directing them to the appropriate personnel.
• Coordinate the procurement of office supplies, equipment, and operational resources for the regional office.
• Maintain the Field Service Schedule Board, ensuring accurate resource allocation and scheduling.
• Process and coordinate reciprocity requests for local and regional project sites.
• Arrange and administer site‑specific safety training and certification requirements.
• Manage administrative systems, project tracking tools, and operational databases.
• Provide clerical and administrative support to technical and field service personnel.
• Identify, implement, and manage process improvements that enhance operational efficiency and effectiveness.

Financial Systems SupportProject & Work Order Management

• Obtain and maintain customer Purchase Orders (POs) covering all project work and revise PO values as project scope changes.
• Maintain Dynamics 365 (D365) Field Service Work Orders, ensuring records are updated daily and accurately reflect project status from scheduling through completion and posting.

Invoicing & Revenue Processing

• Accurately code and process project transactions within D365 to facilitate timely invoicing through Accounts Receivable.
• Ensure products, services, and associated costs are properly recorded and submitted for billing.

Expense Management

• Review and perform preliminary approval of employee expense reports within the ExpensePoint system.
• Verify compliance with company policies before submission to the Project Manager or designated approver.
• Assist management in screening expenses and resolving discrepancies as required.

Accounts Payable

• Process and code regional supplier invoices using appropriate project and cost codes.
• Coordinate invoice approvals with Project Managers to ensure timely payment.
• Monitor and follow up on outstanding supplier invoices as part of the net‑to‑gross commission process to support prompt vendor payment and commission calculations.

Net-to-Gross Commission Administration

• Prepare and complete net‑to‑gross commission forms for all projects prior to submission for corporate processing.
• Track and reconcile outstanding project costs to ensure accurate reporting and commission calculations.

Inventory Control

• Notify the Finance group regarding the use of tracer materials, including Kr-85, Kr-79, Tritium, or Chemical tracers.
• Support inventory management by ensuring stock usage is accurately recorded and allocated to the appropriate project.

Collections & Accounts Receivable Support

• Partner with the Accounts Receivable team to follow up on overdue payments and assist with regional debt collection efforts.
• Maintain professional relationships with customer purchasing departments to facilitate payment resolution.

Procurement Compliance

• Ensure all regional personnel follow company procurement procedures and internal purchase order requirements.
• Verify that purchase requisitions receive appropriate management approval and procurement‑issued purchase orders prior to purchases being made.

Business Compliance & Tax Documentation

• Forward all business licensing, certification, and tax‑related correspondence to the Financial Controller for review and action.

Quality, Environmental Health & Safety (QEHS)

• Support company‑wide Quality and EHS initiatives and programs.
• Collaborate with Quality and EHS teams to develop, implement, and maintain effective systems and processes that improve operational performance across North American offices.
• Promote adherence to company policies, regulatory requirements, and industry best practices related to safety, quality, and environmental compliance.

Location

Pasadena (USA, Salaried)

Tracerco is a worldleading industrial technology company with over 65 years’ experience. We provide companies all over the world with the insights they need to make informed decisions about their operations.

Using innovative technology. We measure the unmeasurable. We access the inaccessible We help solve the impossible.

At Tracerco, every individual is valued and respected. We believe attitude is everything, and are committed to developing the ambitious, the curious, the motivated and the talented.

We challenge everyone to be the best, explore varied roles and specialize in an area you enjoy and excel in a diverse and flexible career.

We strive for excellence and want you to do the same.