Service Coordinator

Productivity Quality, Inc.; Plymouth (MN); On-site; USD 45,000 - 65,000; Full time

Job summary

Productivity Quality, Inc. in Minnesota is seeking a Service Coordinator to manage the full lifecycle of calibration jobs—from scheduling to quotes and invoicing. You will coordinate with customers and technicians to keep everyone informed and ensure timeliness.

Ideal candidates are detail-oriented, excel at communication, and comfortable using Google Workspace and MS Office for quotes, invoices, and PO creation. This role supports lab operations daily.

Qualifications

• Customer-focused mindset with clear, timely communication and follow-through on every job from quote to invoice.
• Ability to handle scheduling and billing inquiries without escalation.
• Strong attention to detail for invoicing and PO creation.
• Proficient in Google Workspace and MS Office for coordination and correspondence.

Responsibilities

• Schedule incoming calibration jobs and communicate timelines clearly.
• Prepare and issue quotes with accurate vendor, part, and pricing details.
• Invoice completed jobs and generate purchase orders with high accuracy.
• Provide proactive status updates to internal teams and customers.
• Receive and split parts for calibration as needed.
• Evaluate and select vendors for outsourced work based on capability and quality.
• Manage shipping/receiving tasks specific to the Calibration Lab.
• Maintain strong relationships with customers and vendors via professional communication.
• Support front desk and general office functions as needed.

Skills

Customer service

Scheduling

Invoicing

Vendor management

Google Workspace

MS Excel/Word

Tools

Google Workspace

MS Excel

MS Word

Job description

We are seeking a motivated, detail-oriented, and customer-focused Service Coordinator to join our Calibration team.

This role is ideal for someone who thrives on staying organized amid multiple moving pieces, enjoys being the go-to point of contact for customers and internal teams alike, and takes pride in getting the details right — from a quote to an invoice to a purchase order.

As the Service Coordinator, you'll keep the Calibration Lab running smoothly by managing the full lifecycle of a job: scheduling it, quoting it, tracking it through completion, and invoicing it — all while keeping customers and technicians informed along the way. You'll also handle key shipping/receiving tasks and general office support that keep the lab and front desk functioning day to day.

What you'll do

• Schedule incoming calibration jobs as requests come in from customers, and communicate timelines clearly.
• Prepare and issue quotes to customers with accurate vendor, part, and pricing details.
• Invoice completed jobs and generate purchase orders — for this role and other coordinators — with a high degree of accuracy.
• Provide proactive status updates on job progress, delays, or issues to both internal teams (technicians, coordinators) and external customers.
• Receive in parts requiring calibration, confirm completeness against the associated job, and split parts across jobs as needed.
• Evaluate, assess, and select vendors for outsourced work based on capability, performance, and quality; set up new vendors in the accounting system.
• Manage shipping and receiving tasks specific to the Calibration Lab, including printing shipping receipts and processing Failed Gage vendor returns.
• Maintain strong working relationships with customers and vendors through consistent, professional communication.
• Support general office functions, including mailing stickers, fielding front desk calls, and covering the front desk as needed.

What we're looking for

• Customer-focused mindset: prioritizes clear, timely communication and follow-through on every job from quote to invoice.
• Comfortable fielding phone and email inquiries from customers and vendors, often resolving scheduling or billing issues without escalation.
• Ability to communicate delays, status updates, or issues clearly and confidently to both field technicians and customers awaiting service.
• Strong attention to detail for invoicing and purchase order creation.
• Demonstrated proficiency in Google Workspace (Docs, Sheets, Gmail) for daily job coordination and correspondence, with working knowledge of Microsoft Excel and Word.

Preferred Qualifications

• Manufacturing experience is a plus, but not required.
• Prior experience scheduling jobs, appointments, or service calls — ideally in a lab, field service, or maintenance environment — is a plus but not required.

Physical Requirements

• Ability to sit or stand for 30 minutes at a time.
• Ability to lift items to a height of 3–4 feet and/or move items up to 50 pounds.
• Visual abilities needed for inspection tasks (close vision, depth perception, ability to focus).

We are trusted partners and genuine enthusiasts in providing accurate and tailored measurement solutions that enable our customers to achieve their quality control goals. We believe in forging lasting partnerships built on trust, transparency, and a shared commitment to success. Our customers can count on advanced technology, broad experience, and superior support from our team. We know quality, and it starts here!