Field Service Coordinator

Toledo Integrated Systems; Maumee (OH); On-site; USD 42,000 - 65,000; Full time

Job summary

Toledo Integrated Systems is seeking a Field Service Coordinator to manage daily scheduling, fleet logistics, and administrative support for our field service team in Maumee, Ohio. You will work closely with the Controls Manager to optimize technician assignments, track time, and ensure timely completion of service reports and sign-offs.

The role requires 2+ years in service coordination or fleet management, proficiency with Excel and Word, and a valid driver's license.

Qualifications

• 2+ years of experience in service coordination, logistics dispatch, operations support, or shop/fleet management.
• Strong organizational judgement with the ability to manage time records and make daily logistics decisions.
• Proficient with Microsoft Office; comfortable using proprietary in‑house software tools.
• Ability to coordinate with local auto repair shops and service vendors.
• Valid driver’s license with a clean record for local deliveries if needed.
• Physical ability to move and stage tools and materials in a shop environment.

Responsibilities

• Schedule dispatch for 6 field service technicians; manage travel ~40% for projects and service work.
• Serve as the primary contact for schedule changes and job status updates; escalate major exceptions.
• Balance resource allocation with engineering; ensure technicians are assigned to projects on time.
• Verify field service job completion; ensure sign‑offs, reports, and documentation are filed.
• Make daily scheduling decisions and approve/deny routine technician requests.
• Manage time tracking, perform initial performance reviews, and maintain records.
• Assist onboarding of new field personnel on workflows and tools.
• Oversee fleet of 7 service vehicles; coordinate maintenance with local vendors.
• Assign vehicles to staff based on schedules; track calibration gear and tools.
• Direct technical questions to engineering; support with material staging for field trips.

Skills

Time management

Leadership

Organizational skills

Communication

Tools

Microsoft Excel

Microsoft Word

In-house software

Job description

The Field Service Coordinator manages daily scheduling, fleet logistics, and operational administrative support for our field service team. Working in close alignment with the Controls Manager,this role oversees time tracking, performance evaluations, vehicle fleet upkeep, and tool staging to ensure field service jobs run efficiently. While ultimate supervisory approval rests with management, this position holds direct operational decision-making authority for day-to-day scheduling, vendor interactions, and technician request approvals.

Key Responsibilities

Scheduling & Operational Logistics

• Coordinate dispatching and scheduling across a team of 6 field service technicians (technicians travel ~40% of the time) for both direct customer service work (sold by Sales) and engineer-led team projects.
• Serve as the primary point of contact for schedule adjustments, technician travel arrangements, and job status updates.
• Collaborate directly with the engineering team to balance resource allocation between routine service calls and scheduled project assignments, ensuring technicians are properly assigned according to project timelines.
• Verify completion of field service jobs, ensuring all customer sign-offs, service reports, and technician documentation are accurately completed and filed.
• Possess authority to make operational decisions regarding daily schedule changes and approve/deny routine technician requests, escalating major exceptions to the manager.

Team Administrative Oversight

• Manage technician time tracking and weekly timesheet verification.
• Conduct initial technician performance reviews and maintain ongoing performance records, collaborating with management on final review decisions.
• Assist with onboarding new field personnel on administrative workflows, scheduling software, and tool check‑out procedures.

Fleet & Equipment Management

• Oversee and maintain the company fleet of 7 service vehicles, managing relationships with local vendors and repair shops for routine maintenance (e.g., oil changes, tire service, minor repairs).
• Assign fleet vehicles to field technicians and engineers based on travel schedules and job locations.
• Organize and track department calibration equipment and specialized tools.
• Assist with preparing, staging, and unloading job materials and calibration gear prior to and following field trips (supported by lifting equipment and shop assistance).
• Direct technical and engineering questions to the engineering team.

Qualifications & Requirements

• Experience: 2+ years of experience in service coordination, logistics dispatch, operations support, or shop/fleet management.
• Administrative & Leadership Authority: Strong organizational judgement with the ability to manage time records, evaluate staff performance, and make decision‑level calls on daily logistics.
• Computer Skills: Proficient with Microsoft Office (specifically Excel and Word); comfortable learning proprietary in‑house software tools.
• Vendor Management: Ability to coordinate effectively with local auto repair shops and service vendors.
• Driver’s License: Valid driver’s license with a clean record for rare local deliveries of hardware or emergency supplies.
• Physical Capability: Ability to move and stage tools and job materials around the shop floor using available shop lifting aids and team assistance.
• Primary Location: On‑site (Office / Shop environment).
• Travel: Minimal/rare (under 5–10%) for local hardware delivery or emergency supply drop‑offs. No routine overnight travel required.