Field Service Support Specialist - JAN

Industrial Electric Manufacturing; Jackson (MS); On-site; USD 50,000 - 65,000; Full time

Job summary

Industrial Electric Manufacturing in Mississippi is seeking a Field Service Support Specialist to provide administrative and coordination support to the field service management team. You will manage documentation, scheduling, vendor onboarding, and financial reporting while interfacing with multiple departments and external partners. This role requires strong organizational skills and travel when needed.

Qualifications

• Bachelor’s or Associate’s degree in Business Administration, Management, or a related field.
• Minimum of 3 years experience in an administrative or support role in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook); ability to work in ERP and CRM systems.

Responsibilities

• Maintain and update service records, contracts, and customer/vendor information in the FS company database.
• Prepare and distribute service reports, invoices, and project close-out paperwork.
• Assist onboarding of new vendors and contractors; ensure documentation is compliant with policies and regulations.
• Track vendor and contractor documentation, ensuring compliance and timely onboarding.
• Assist in compiling monthly financial performance reports and managing project budgets.
• Coordinate scheduling and dispatching of field service technicians; arrange travel and logistics.
• Prepare project status reports and presentations for FS management; collect performance data and feedback.
• Monitor inventory levels of service parts, tools, and test equipment; coordinate replenishment.

Skills

Attention to detail

Time management

Cross-functional teamwork

Education

Bachelor’s or Associate’s degree in Business Administration or related field

Tools

Microsoft Office

ERP systems

CRM systems

Job description

At IEM, we’re not just building innovative electrical distribution systems, we’re shaping the future. IEM is dedicated to delivering world-class solutions for complex power needs. After 75 years, we continue to push the boundaries of what’s possible. Whether you’re an experienced professional or just starting out, you’ll have the opportunity to contribute, grow, and make a lasting impact on industries that power the world’s most dynamic markets.

JOB SUMMARY:

The Field Service Support Specialist will provide comprehensive administrative and management support to the field service management team of IEM, a large electrical equipment manufacturing company. This role involves coordinating field service activities, managing documentation, assisting in the scheduling of field service technicians and maintaining internal NICET certifications for the FS department. This role is responsible for assisting with managing NICET test taking, deployments of practice tests and ensuring the techs make their test dates. This position will regularly interface between multiple departments within our company as well with outside vendors, customers and other manufacturing facilities in the IEM family. This position will work closely with the Field Service Senior Director, while also interfacing with the purchasing and manufacturing teams to ensure material and parts requests are fulfilled correctly, ensure they will be received at the customer sites prior to being needed onsite by our field technicians. The Field Service Support Specialist will be required to follow up with the field team to ensure all closeout documentation is completed correctly from the field and that the techs have successfully uploaded this documentation to our internal ERP and CRM systems. Assist with scheduling and coordination of assigned tasks, report to management if there are any unfulfilled items that prevent customer invoicing. Responsible for assisting management with creating monthly financial reports related to field services financial performance associated with completed projects. This role is responsible to assist in creating PowerPoint presentations and perform other duties which may be required by your supervisor.

KEY RESPONSIBILITIES:

Administrative Support:

• Maintain and update service records, contracts, and customer/vendor information in the FS company database.
• Prepare and distribute completes service reports, invoices, project close out paperwork and other documentation required.
• Assist in onboarding new vendors and contractors, issuing the compliance documentation and follow up through completion of the onboarding process.
• Ensure all new vendor and contractors’ documentation is compliant with company policies, procedures and industry regulations.
• Tracking and ensuring the FS field team submits ALL customer field trip service/start up reports on a weekly basis for review and record.
• Completing expense reports for the Senior Director and VP of Services monthly for review and submission to accounting utilizing the Certify expense report system.
• Assist in the RMA - (Return Material Authorization) documentation development process for FS.
• Assist the FS management team in compiling FS data and completing monthly financial performance reports associated with technician utilization, WIP reports, Direct/Indirect labor costs, OH costs, GP% and department Portfolio reviews.
• Ensure that all field service personnel are up to date with company policies, procedures, technical training and safety guidelines per the new hire - 4-week onboarding process.

Scheduling and Coordination:

• Assist in scheduling and dispatching field service technicians based on training requirements, customer needs and availability.
• Coordinate travel arrangements, accommodations and logistics for field service personnel and FS management.
• Monitor service schedules associated will completed projects to ensure timely completion and submission of service reports to the customer and for internal records.
• Liaise with other IEM departments to ensure seamless coordination and support for field service operations.
• Communicate effectively with field service technicians, providing them with necessary information and updates related to internal process changes initiated by the FS management team.
• Assist in the planning and execution of field service projects from a administrative role associated with ensuring adherence to timelines and project budgets.
• Assist in tracking project progress, help identify potential risks/issues and recommend corrective actions.
• Prepare project status reports and present them to the Field Service Director on a bi-weekly and monthly basis.
• Collect data related to field service activities, performance metrics and customer feedback.
• Generate quarterly reports and presentations for FS management review, highlighting key insights and trends.

Inventory Management:

• Monitor and manage inventory levels of service parts, tools and test equipment.
• Coordinate with the procurement team to ensure timely replenishment of necessary supplies.
• Maintain accurate records of inventory transactions, perform regular inventory documentation and system audits.
• Tracking the shipping and receiving of delivered FS parts and test equipment that arrive at the Virginia facility.
• Assist in developing an asset tracking system for FS tools and equipment.

QUALIFICATIONS:

• Education:
• Bachelor’s or Associate’s degree in Business Administration, Management, or a related field.
• Experience/Skills Required:
• Minimum of 3 years experience in an administrative or support role, preferably in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook)
• Ability to work effectively in a cross-functional team environment.
• Proficiency in working in ERP and CRM systems.
• Problem-solving mindset with the ability to handle complex issues.
• Attention to detail and strong organizational skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Work well with others in a team environment.
• Willingness to travel occasionally to company manufacturing facilities and FS regional offices.

Why Join IEM

At IEM, you’ll join a team that powers some of the world’s most ambitious projects. We’re engineers, makers, and problem-solvers who thrive on tackling complex challenges and delivering solutions that keep industries moving forward. If you’re driven, collaborative, and ready to make an impact, we’d love to hear from you. Your creativity and passion can help us achieve great things—come be part of the journey.

We offer comprehensive and competitive benefits package designed to support our employees' well-being, growth, and long-term success. View a snapshot of our benefits at https://www.iemfg.com/careers

Non-Discrimination Statement

IEM does not discriminate against any applicant based on any characteristic protected by law.

Privacy

Information collected and processed as part of your IEM Careers profile, and any job applications you choose to submit is subject to IEM's Workforce Member Privacy Policy.

Use of AI

At IEM, we are committed to a fair and transparent hiring process. Use the link below to view how we use artificial intelligence (AI) technology to assist in reviewing job applications and your rights as an applicant.

Are you willing to live (permanent residence) within a 1 hour commute of Canton, MS?

Have you ever been employed by IEM or IPS?

Do you have at least 3 years experience working in an Administrative, Coordinator or Executive Assistant type of position?

Do you have experience supporting field based personnel?

What is your desired salary?

Are you legally authorized to work in the United States? (Proof of identity and eligibility will be required upon employment).

Do you have unrestricted right to work and remain in the United States without sponsorship now or in the future?

Are you at least 18 years of age?

Can you perform the essential functions of the position for which you are applying, with or without reasonable accommodation?

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Industrial Electric Manufacturing’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.