Service Coordinator and Administrative Assistant

MasterGraphics, Inc.; Northern (KY); Hybrid; USD 38,000 - 56,000; Full time

Job summary

M5D is seeking a detail-oriented Service Coordinator & Administrative Assistant to support a fast-paced service operation.

You will handle customer requests, logistics, quotes, and paperwork to ensure smooth day-to-day operations and clear communication with technicians, vendors, and customers. Inventory verification at the Wisconsin warehouse is part of the role.

This position offers growth opportunities and requires strong organization and customer-focused mindset.

Qualifications

• Must be detail-oriented and highly organized.
• Strong communication and people skills.
• Experience supporting service operations is a plus.

Responsibilities

• Answer incoming service requests by phone and email and route to technicians.
• Coordinate shipments, deliveries, and in-office receipt of orders.
• Process service parts orders and provide tracking updates.
• Maintain accurate parts pricing in the CRM system.
• Submit applicable parts and labor claims by deadlines.
• Maintain clear communication among customers, technicians, vendors and internal teams.
• Prepare quotes for supplies and time-and-material service requests.
• Assist scheduling and tracking service-related activities.
• Assist with inventory counts and verification at the Wisconsin warehouse.
• Provide administrative support to the Service Manager and assist the CEO.

Skills

Detail-oriented

Organized

Proactive

Customer service

Administrative support

Communication

Job description

Service Coordinator and Administrative Assistant

Help our company grow!

M5D is a growing, approximately $30 million 2D & 3D technology company helping manufacturers and engineering organizations leverage advanced 2D & 3D technologies to design, develop, and manufacture better products.

We are seeking a detail-oriented, organized, and proactive individual to join our team as a Service Coordinator & Administrative Assistant. This is an excellent opportunity for someone who enjoys working with people, solving problems, staying organized, and supporting a fast-paced service operation.

What You'll Do

Working closely with our experienced Service Department, you will help keep day-to-day service operations running smoothly by:

• Answering incoming service requests by phone and email and routing them to the appropriate field service technicians.
• Assisting with service logistics, including coordinating shipments, deliveries, and in-office receipt of orders.
• Processing service-related parts orders, including high-priority requests, and providing tracking updates to service technicians.
• Maintaining accurate parts pricing in M5D's business management/CRM system.
• Submitting applicable parts and labor claims within required deadlines.
• Maintaining clear and timely communication among customers, service technicians, vendors, and internal departments.
• Preparing quotes for supplies and time-and-material service requests.
• Assisting with scheduling and tracking service-related activities.
• Assisting with inventory counts and verification of new and used equipment, parts, and materials received at the Wisconsin warehouse.
• Providing administrative support to the Service Manager.
• Assisting the CEO with various administrative tasks and special projects.