Service Operations Coordinator

Hedrick Associates, Inc.; Grand Rapids (MI); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Premium-free HSA medical

Paid time off

Bonus incentives

Collaborative team

Job summary

Hedrick Associates, Inc. is seeking an organized administrative professional to support service operations in Grand Rapids, MI. You will coordinate purchasing, manage inventories, and assist technicians while keeping customers and vendors aligned with project timelines.

The role requires strong communication, detail-orientation, and the ability to handle multiple priorities. Proficiency in Microsoft Office and familiarity with service-management tools are essential; experience with QuickBooks is

Qualifications

• Experience working with business customers, vendors and service teams.
• Strong organizational skills and attention to detail in busy environments.
• Proficiency with Microsoft Office, especially Excel (sorting, filtering, pivots, lookups).
• Experience with ERP or work order systems such as Simpro, ServiceTitan or BuildOps.

Responsibilities

• Coordinate purchasing, tracking PO's, follow up on open orders, and resolve vendor discrepancies.
• Maintain inventory accuracy, usage, stock levels, replenishment needs, and counts.
• Track tools and equipment, check-in/out, transfers, warranties, and audits.
• Enter vendor bills and assist with billing discrepancies.

Skills

B2B experience

Excel skills

Attention to detail

Communication skills

Field service systems

Education

Associate degree in related field

Tools

Simpro

ServiceTitan

BuildOps

QuickBooks Desktop

Job description

Founded in 1982, Hedrick Associates is a leading manufacturers’ representative firm specializing in precision power and heat transfer solutions. With a team of over 50 professionals—including sales engineers, technical support staff, and manufacturer-certified field technicians,we bring unmatched expertise and customer support to every stage of an engineered project.

Through our strong partnerships with leading manufacturers and decades of industry experience, Hedrick Associates is a trusted resource for consulting engineers, contractors, and end users. Our factory-certified service organization, Critical Systems Services was founded in 2010 to extend that expertise into the field by providing technical support and hands‑on service for the manufacturers we represent. Currently, nine HVAC technicians provide 24/7 support for critical infrastructure in a variety of commercial and industrial settings.

Who You Are:

You are an organized, detail-oriented professional who enjoys keeping things moving behind the scenes. You know that great service doesn't just happen in the field — it starts with having the right materials, information, documentation, and support in place.

You are comfortable juggling multiple priorities, communicating with customers and vendors, and working with technicians and internal teams to solve problems. You take ownership of your work, follow through on the details, and aren't afraid to dig into a system or report to figure out what isn't adding up.

What You'll Do:

• Coordinate purchasing activities, including creating and tracking purchase orders, following up on open orders, confirming materials are received, and resolving vendor discrepancies.
• Maintain accurate parts and materials inventory, including usage, stock levels, replenishment needs, and inventory counts.
• Track technician tools and equipment, including check‑in/check‑out, transfers, warranties, and periodic asset audits.
• Enter vendor bills and assist with researching and resolving billing discrepancies.
• Coordinate recurring service and warranty work, ensuring contracts are fulfilled and supporting documentation is complete.
• Review completed service records and reports to support accurate customer invoicing.
• Coordinate customer site badging and access requirements, including applications, renewals, and expiration tracking.
• Prepare and distribute recurring and as‑needed customer reports.
• Review service jobs to ensure labor, materials, documentation, and other required information are complete and accurate before jobs are closed and invoiced.
• Serve as an administrative resource for field technicians, helping resolve material, documentation, and site access issues that could delay service.
• Communicate regularly with customers, vendors, technicians, and internal teams to keep service work on track.
• Identify opportunities to improve processes, organization, and efficiency within the service operation.
• Take on other responsibilities and projects as needed.

What We’re Looking for in a Candidate:

• Must have business‑to‑business (B2B) experience. We are looking for someone who understands the pace, communication, and professionalism required when working with business customers, vendors, and service teams.

In addition, you should have:

• An associate degree in Business Administration, Operations, Supply Chain Management, Accounting, Information Systems, or a related field; or an equivalent combination of education and relevant experience.
• At least 2 years of experience in an administrative, operations, service coordination, purchasing, inventory, accounting support, or similar role.
• Strong organizational skills and exceptional attention to detail, with the ability to manage multiple priorities and keep accurate records.
• Strong written and verbal communication skills and the ability to work professionally with customers, vendors, technicians, and internal teams.
• Proficiency with Microsoft Office, including intermediate Excel skills such as sorting/filtering, pivot tables, and lookup formulas.
• Experience with a field service management, ERP, or work order system such as Simpro, ServiceTitan, BuildOps, or similar.
• Experience with an accounting system such as QuickBooks Desktop.
• Strong problem‑solving skills, sound judgment, and the ability to research issues and follow them through to resolution.
• The ability to work independently, meet deadlines, adapt to changing priorities, and maintain confidentiality when handling customer, vendor, contract, and site access information.

What We Can Offer:

• Comprehensive benefits including a premium‑free HSA medical plan
• Paid time off (PTO)
• Bonus incentives
• A collaborative team environment

If you enjoy a role where every day brings something a little different, and your organization and problem-solving skills directly impact the success of a service team, this could be a great fit.