Service Operations Coordinator — Scheduling & Workflow Expert

Pacific Power Group; San Leandro (CA); On-site; USD 80,452,000 - 108,886,000; Full time

Job summary

MSHS Pacific Power Group is seeking a highly organized Service Operations Coordinator in San Leandro, CA. This role supports the full service lifecycle—request, scheduling, work orders, technician coordination, invoicing support, and closeout—working with service managers, technicians, customer support, and finance.

The ideal candidate will own their work, communicate effectively, manage multiple priorities, and look for efficiency improvements across processes and systems.

Qualifications

• 3–7 years of experience in service operations, service coordination, customer support, or a related field.
• Experience with service management software, ERP systems, dispatching tools, or service documentation platforms preferred.
• Experience supporting audits, compliance activities, or regulatory processes is a plus.
• Experience working in a technical service, industrial, marine, power generation, manufacturing, or similar environment is a plus.

Responsibilities

• Coordinate and maintain service documentation, including work orders, service logs, technician schedules, and service activity reports.
• Prepare, review, and distribute service communications, customer updates, and operational documentation.
• Maintain accurate service information, files, and records within company systems and databases.
• Track service request status, technician assignments, customer invoicing, parts usage, and required documentation across multiple service teams.
• Ensure work orders and service records are complete, accurate, and processed in a timely manner.
• Maintain accurate schedules, action items, milestones, vendor information, and other operational records.
• Provide day-to-day coordination and support to technicians, service teams, customer service, and internal stakeholders.
• Proactively coordinate across service managers, technicians, operations, vendors, customers, and other stakeholders to ensure priorities and timelines are clearly understood.
• Communicate service status, customer requirements, technician availability, resource needs, risks, and changing priorities.
• Coordinate onboarding activities for new service team members, including system access, service tools, and workflow orientation.
• Identify and help resolve scheduling conflicts, documentation gaps, communication delays, and workflow issues, escalating complex matters when appropriate.
• Follow through on action items and commitments to ensure tasks and service activities are completed as planned.
• Prepare schedules, documentation, and supporting information for internal and external audits related to service operations, compliance, and financial controls.
• Coordinate with auditors, service leadership, finance, and compliance stakeholders as needed.
• Monitor service processes for potential compliance or documentation gaps and recommend corrective actions.
• Stay informed of company policies, service standards, and operational requirements that impact service activities.
• Support monthly, quarterly, and service-specific reporting, including service dashboards, technician performance reports, and cost analyses.
• Coordinate service scheduling, dispatching, work order verification, customer follow-up, and service closeout activities.
• Maintain accurate service calendars, workflows, technician schedules, and process documentation.
• Partner with cross-functional teams to ensure service requirements are incorporated into projects, customer initiatives, and operational planning.
• Help track service activities and provide visibility into workload, priorities, resources, and operational performance.
• Monitor deadlines, milestones, and action items to ensure commitments are driven through completion.
• Identify opportunities to improve service processes, tools, reporting, and workflows.
• Use service management software, ERP systems, dashboards, reporting tools, and automation to improve efficiency, accuracy, and visibility.
• Support system enhancements, integrations, and workflow improvements.
• Help develop standardized service practices, communication procedures, and operational best practices.
• Document lessons learned and contribute to continuous improvement initiatives.
• Look for opportunities to improve how information is organized, communicated, tracked, and shared across the service organization.

Skills

Strong organizational skills

Effective communication

Problem solving

Multitasking

Tools

ERP systems

Service management software

Dispatching tools

Microsoft Office

Job description

MSHS Pacific Power Group is seeking a highly organized Service Operations Coordinator in San Leandro, CA. This role supports the full service lifecycle—request, scheduling, work orders, technician coordination, invoicing support, and closeout—working with service managers, technicians, customer support, and finance.

The ideal candidate will own their work, communicate effectively, manage multiple priorities, and look for efficiency improvements across processes and systems.