Inside Service Coordinator: Scheduling & Parts Support

Haynes Equipment Company, Inc.; Oklahoma City (OK); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Healthinsurance

401(k)

Dentalinsurance

Lifeinsurance

Paidtimeoff

Visioninsurance

Job summary

Haynes Equipment Company, Inc. is seeking an Inside Service Coordinator to be the primary contact for customer and internal service requests.

You will manage the service process from initial call to post-service follow-up, ensuring timely scheduling, accurate parts procurement, effective communication, and positive customer experiences. You will support service technicians, the Service Manager, and internal teams to deliver quality service, coordinating dispatches, RMAs, and timely repairs as

Qualifications

• Experience in service coordination, customer support, or administrative/operations preferred.
• Strong organizational skills with the ability to manage multiple requests at once.
• Excellent communication, problem-solving, and customer service skills.
• Proficiency in Microsoft Office Suite; experience with service management systems a plus.
• Ability to collaborate effectively with customers, service technicians, and internal teams.
• Proficiency in Microsoft Teams, Outlook, Excel and Adobe.
• Experience in ERP and CRM programs.
• Bachelor’s degree.

Responsibilities

• Serve as the first point of contact for customer service requests, documenting needs, clarifying issues, and providing quotes or arranging parts as needed.
• Process service requests from internal teams (e.g., Sales), create dispatches, and coordinate schedules with the Service Manager.
• Verify customer contact details, confirm technician/parts availability, and keep customers updated on scheduling changes or delays.
• Process returned dispatches after service visits, follow up with customers to confirm satisfaction, and determine additional needs.
• Coordinate return dispatches and order/expedite parts when follow-up service is required; reschedule with the Service Manager.
• Support technicians and Service Manager in sourcing parts, arranging manufacturer repairs (including RMAs and tracking progress), and maintaining accurate repair timelines.
• Organize and label all service parts with corresponding dispatch forms for scheduling.
• Communicate proactively with customers, Billing, and internal teams to resolve questions, service issues, or invoicing adjustments.
• Escalate quality or job site concerns to the Field Service Manager for resolution.

Skills

Experience in service coordination

Organizational skills

Communication skills

Microsoft Office Suite

ERP and CRM programs

Service management systems

Collaboration with teams

Education

Bachelor’s degree

Tools

ERP systems

CRM systems

Microsoft Office

Microsoft Teams

Outlook

Excel

Adobe

Job description

Haynes Equipment Company, Inc. is seeking an Inside Service Coordinator to be the primary contact for customer and internal service requests.

You will manage the service process from initial call to post-service follow-up, ensuring timely scheduling, accurate parts procurement, effective communication, and positive customer experiences. You will support service technicians, the Service Manager, and internal teams to deliver quality service, coordinating dispatches, RMAs, and timely repairs as