Service Coordinator

ProMach; Deer Park (NY); On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Medical/dental benefits

Life insurance

Paid time off

401(k) with company match

Job summary

ProMach is seeking a Service Coordinator to manage field service activities, estimates, and agreements while coordinating multiple departments to ensure timely service delivery.

The role supports scheduling, billing, and documentation in Salesforce, Syteline, and related systems, operating in a fast-paced manufacturing environment with emphasis on accuracy and responsiveness.

Qualifications

• High School Diploma or equivalent; associate or bachelor's preferred.
• Minimum 2 years in customer service, service coordination, dispatching, scheduling, or related role.
• Experience in manufacturing, industrial equipment, field service, or aftermarket environment preferred.
• Strong organizational and time-management skills with ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office (Outlook, Excel, Word).
• Experience with Salesforce and Salesforce Field Service Lightning preferred.
• Experience with ERP systems; Syteline experience preferred.
• Understanding of service scheduling, estimates, Service Agreements, purchase orders, and billing processes.
• Ability to coordinate activities across multiple departments and drive requests to completion.

Responsibilities

• Monitor and manage the Service department email inbox and Salesforce cases.
• Gather customer information and service requirements for service requests, estimates, emergency calls, follow-up work, and Service Agreements.
• Create service estimates in Syteline and manage related opportunities within Salesforce.
• Follow up on open estimates and obtain customer purchase orders.
• Support the preparation, follow-up, renewal, and administration of Service Agreements.
• Schedule and dispatch field service technicians through Salesforce Field Service Lightning.
• Create and maintain service appointments and calendars.
• Coordinate technician schedules, travel requirements, customer site visits, and service activities.
• Communicate service schedules, status updates, and schedule changes to customers and internal stakeholders.
• Support emergency service requests and machine-down situations requiring expedited response.
• Monitor technician time entries in Salesforce Field Service Lightning and verify alignment with Workday and customer billing records.
• Review technician expense reports and per diem submissions for accuracy with company policies.
• Coordinate technician travel arrangements, including emergency travel requirements when necessary.
• Monitor submission of technician trip reports, daily notes, emergency logs, and related documentation.
• Ensure service documentation is complete and properly maintained within company systems.
• Review service reports and technician notes to identify follow-up actions and coordinate parts quotes, additional service visits, and retrofit opportunities.
• Coordinate parts identification with Engineering and submit requests to Spare Parts for quotation.
• Coordinate follow-up service visits, retrofit activities, machine installations, and other customer support requirements identified during service activities.
• Ensure customer, machine ownership, machine location, and bill-to/ship-to records are updated as needed.
• Review completed service activities to ensure documentation is ready for invoicing.
• Support accurate invoicing of service labor, travel, expenses, emergency support, and Service Agreement work.
• Maintain accurate records within Salesforce, Field Service Lightning, Syteline and other systems.
• Track open service activities and follow through until commitments are met.
• Support KPI reporting and continuous improvement initiatives.

Skills

Organizational skills

Time management

Communication skills

Microsoft Office

Salesforce

Salesforce Field Service Lightning

Syteline

ERP systems

Attention to detail

Problem solving

Education

High School Diploma

Associate's or Bachelor's preferred

Tools

Salesforce

Field Service Lightning

Syteline

MS Office

Job description

Join ProMach and shine. Whether you're creative, strategic, persuasive, or mechanically inclined, there’s a place for you here. Be a problem-solver, a closer, a futurist - whatever drives you. Do we have your attention? Keep reading. At ProMach, you'll be challenged and rewarded as you help improve packaging performance and shape the future of automation. And we’ll be proud to have you on the journey.

The Service Coordinator is responsible for coordinating field service activities, managing service requests, preparing service estimates and Service Agreements, scheduling technicians, supporting billing activities, and maintaining accurate service records. This role works closely with customers, field technicians, Engineering, Spare Parts, Retrofits, Project Management, Sales, Finance, and other internal departments to ensure service activities are executed efficiently and customer commitments are met.

The Service Coordinator is responsible for coordinating field service activities, managing service requests, preparing service estimates and Service Agreements, scheduling technicians, supporting billing activities, and maintaining accurate service records. This role works closely with customers, field technicians, Engineering, Spare Parts, Retrofits, Project Management, Sales, Finance, and other internal departments to ensure service activities are executed efficiently and customer commitments are met.

This position operates in a high-volume, fast-paced environment where responsiveness, organization, accuracy, and follow-through are critical. Many requests involve production-impacting issues, emergency service calls, changing technician schedules, and urgent customer needs. The Service Coordinator is responsible for coordinating resources, communicating status updates, tracking open activities, and ensuring service-related actions progress from initial request through completion.

Key Responsibilities

• Monitor and manage the Service department email inbox and Salesforce cases.
• Gather customer information and service requirements for service requests, estimates, emergency calls, follow-up work, and Service Agreements.
• Create service estimates in Syteline and manage related opportunities within Salesforce.
• Follow up on open estimates and obtain customer purchase orders.
• Support the preparation, follow-up, renewal, and administration of Service Agreements.
• Schedule and dispatch field service technicians through Salesforce Field Service Lightning.
• Create and maintain service appointments and calendars.
• Coordinate technician schedules, travel requirements, customer site visits, and service activities.
• Communicate service schedules, status updates, and schedule changes to customers and internal stakeholders.
• Support emergency service requests and machine-down situations requiring expedited response.
• Monitor technician time entries in Salesforce Field Service Lightning and verify alignment with Workday and customer billing records.
• Review technician expense reports and per diem submissions for accuracy and compliance with company policies.
• Coordinate technician travel arrangements, including emergency travel requirements when necessary.
• Monitor submission of technician trip reports, daily notes, emergency call logs, and related documentation.
• Ensure service documentation is complete, accurately recorded, and properly maintained within company systems.
• Review service reports and technician notes to identify required follow-up actions and coordinate completion of parts quotations, additional service visits, retrofit opportunities, and customer requests.
• Coordinate parts identification activities with Engineering and service personnel and submit requests to the Spare Parts department for quotation.
• Coordinate follow-up service visits, retrofit activities, machine installations, and other customer support requirements identified during service activities.
• Ensure customer, machine ownership, machine location, and bill-to/ship-to records are updated when changes are identified during routine service activities.
• Review completed service activities to ensure required documentation is received and ready for invoicing.
• Support accurate invoicing of service labor, travel, expenses, emergency support activities, and Service Agreement work.
• Maintain accurate records within Salesforce, Field Service Lightning, Syteline and other company systems.
• Track open service activities and follow through until customer commitments are completed.
• Support departmental KPI reporting and continuous improvement initiatives.

Qualifications

• High School Diploma or equivalent required; Associate's or Bachelor's Degree preferred.
• Minimum of 2 years of experience in customer service, service coordination, dispatching, scheduling, administrative support, or a related role.
• Experience within a manufacturing, industrial equipment, custom machinery, field service, or aftermarket environment preferred.
• Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Demonstrated ability to work effectively in a high-volume, fast-paced environment.
• Excellent verbal and written communication skills.
• Strong attention to detail and commitment to accuracy.
• Strong follow-up, organizational, and problem-solving skills.
• Ability to coordinate activities across multiple departments and drive requests to completion.
• Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.
• Experience with Salesforce and Salesforce Field Service Lightning preferred.
• Experience with ERP systems; Syteline experience preferred.
• Familiarity with service scheduling, dispatching, service estimates, Service Agreements, purchase orders, expense reporting, and billing processes preferred.
• Basic understanding of industrial machinery and field service operations preferred.

What’s in it for you?

There's no monopoly on innovative ideas or limits to how far you can advance with our team. We offer an open, communicative environment that fosters individual initiative. We pride ourselves in being a company where people are happy and choose to build a career.

In addition to growth opportunities, as a ProMach employee, you receive more than just a paycheck. Total compensation includes your salary, comprehensive medical/dental programs, as well as life insurance, a generous paid time off program, and a retirement savings plan with a company match. And because we understand the importance of feeling protected, there is no waiting period for benefits – you are eligible on your first day of employment!

Please note that the pay ranges listed on external job boards, outside our posting details, do not accurately reflect our internal compensation ranges.

Base Hourly Rate $25-$27/hr

Pro Mach, Inc. was named to the Inc. 5,000 list of the fastest growing private companies in the U.S. seven times. We continue to introduce innovative products, enter new markets, expand our global presence, and actively acquire new capabilities.

We have the rewards, opportunities, and the market strength of a large organization combined with the entrepreneurial culture of a small, fast-paced company. You will enjoy the benefits of working with a growing company that competes globally, with the personal touch and feel of a smaller company where you can make an impact every day.

ProMach is an Equal Opportunity Employer. Pro Mach uses E-Verify to verify employment eligibility of all new hires to work in the United States. Pro Mach is a drug-free workplace. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.