Service Support Coordinator

Integrated Power Services; Waco (TX); On-site; USD 40,000 - 58,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

401k Employer Match

Bonus Incentives

Tuition Reimbursement Program

Medical, Dental and Vision plans

Employee Assistance Program (EAP)

And more!

Job summary

Integrated Power Services (IPS) is seeking an experienced office administrator to support order processing, billing, and clerical tasks across our service center. You will liaise with customers and internal teams, prepare invoices, and help ensure accurate documentation and timely billing.

You should have 3+ years in order processing or administration, strong Microsoft Office skills, and the ability to juggle priorities under pressure.

Qualifications

• 3+ years of order processing, billing/invoicing and/or administration experience required.
• High school diploma or GED required; associate or 4-year degree preferred.
• Excellent computer skills including knowledge of Microsoft Office (Excel, Word and Outlook) required.
• Ability to work under pressure, manage multiple priorities and meet deadlines.
• Excellent problem solving and analytical skills.
• Demonstrate effective written and oral communication skills.

Responsibilities

• Answering phone, mail, and general office duties.
• Prepare jobs for invoicing, collecting all supporting documentation.
• Create the invoice and either upload through client portals or email direct to the client.
• Purchase/order all parts/materials for repair and field service jobs.
• Follow-up with vendors on material status and expedite delivery.
• Manage order processing, purchase orders, and equipment rentals.
• Assist in order issue resolution.
• Maintain job files, review contracts, and validate sales tax certificates.
• Handle scanning, filing, and respond to information requests.
• Support month-end closing and special projects as needed.
• Liaison between customers and internal teams to facilitate effective communication and timely resolution of issues.
• Assist with month-end closing.
• Review and validate sales tax certificates.
• Assist accounts receivable team with collections.
• Review inbound purchase orders and validate information against quotes and opportunities.
• Provide support necessary to plan for achieving service center financial objectives.
• Participate in fulfilling the mission, vision, goals, and objectives of the service center.
• Responsible for scanning and filing.
• Create purchase orders for sales and service.
• Prepare time & material and cost billing.
• Process and verify applications for credit.
• Review and submit billing for projects.
• Invoicing of customer Accounts
• Support Field Services as needed scheduling field service jobs and preparing quotes
• Additional support tasks as assigned.

Skills

Order processing

Billing/invoicing

Administration

Microsoft Office

Communication

Multitasking

Education

High school diploma or GED

Associate or 4-year degree preferred

Tools

Microsoft Excel

Microsoft Word

Outlook

Job description

If you're searching for a place where you can grow, continue learning, and make a meaningful impact while still having time for the people and moments that matter most, welcome to Integrated Power Services! We believe your value extends far beyond your job title because the best work comes from people who feel supported, challenged, and fulfilled both professionally and personally. Here, you'll find opportunities to develop your career, work alongside exceptional teammates, and be part of a culture that recognizes that your life is worth just as much as your work—if not more. Because when people thrive, businesses thrive. If that sounds like the kind of place you've been looking for, we invite you to join us!

Responsibilities & Expectations

• General office duties and administrative duties include answering the phone, mail, etc
• Prepare jobs for invoicing, collecting all supporting documentation
• Create the invoice and either upload through client portals or email direct to the client
• Purchase/order all parts/materials for repair and field service jobs
• Follow-up with vendors on material status and expedite delivery
• Manage order processing, purchase orders, and equipment rentals.
• Assist in order issue resolution.
• Maintain job files, review contracts, and validate sales tax certificates.
• Handle scanning, filing, and respond to information requests.
• Support month-end closing and special projects as needed.
• Liaison between customers and internal teams to facilitate effective communication and timely resolution of issues.
• Assist with month-end closing.
• Review and validate sales tax certificates.
• Assist accounts receivable team with collections
• Review inbound purchase orders and validate information against quotes and opportunities.
• Provide support necessary to plan for achieving service center financial objectives.
• Participate in fulfilling the mission, vision, goals, and objectives of the service center.
• Responsible for scanning and filing.
• Create purchase orders for sales and service.
• Prepare time & material and cost billing.
• Process and verify applications for credit.
• Review and submit billing for projects.
• Invoicing of customer Accounts
• Support Field Services as needed scheduling field service jobs and preparing quotes
• Additional support tasks as assigned.

Qualifications And Competencies

• 3+ years of order processing, billing/invoicing and/or administration experience required.
• High school diploma or GED required; associate or 4-year degree preferred.
• Excellent computer skills including knowledge of Microsoft Office (Excel, Word and Outlook) required.
• Ability to work under pressure, manage multiple priorities and meet deadlines.
• Excellent problem solving and analytical skills.
• Demonstrate effective written and oral communication skills.

You’ll thrive at IPS if you…

• Lead with integrity and prioritize safety. You demonstrate high standards and commit to a safe, ethical workplace.
• Value teamwork and accountability. You work well with others, take responsibility, serve others, and deliver on your commitments.
• Focus on the customer. You are dedicated to providing an unmatched customer experience and exceeding expectations.
• Have an entrepreneurial spirit. You’re proactive, innovative, and thrive in a fast-paced environment.
• Communicate effectively and with purpose. You keep everyone informed with clear, concise communication.
• Stay curious and love to learn. You continuously seek new knowledge and grow personally and professionally.

Who We Are

At IPS, we're committed to empowering you to make a meaningful impact. As the industry's leading and fastest-growing service provider, IPS offers single-source electromechanical and power management solutions to enhance the reliability of critical infrastructure across North America and the United Kingdom. We serve over 40,000 essential customer locations, from renewable energy pioneers to hospitals, manufacturers, and municipalities, helping them avoid costly downtime and ensure mission-critical operations.

When you join IPS, you're joining a team that's revolutionizing equipment and process reliability across diverse sectors, from power generation to petrochemicals, and beyond. You'll learn from industry experts, grow alongside a talented workforce, and be part of a company that is built on the Shared Values of Safety, Integrity, Teamwork, Accountability, Customer Focus, and Entrepreneurial Spirit.

Benefits

• Paid Time Off (PTO)
• 401k Employer Match
• Bonus Incentives
• Tuition Reimbursement Program
• Medical, Dental and Vision plans
• Employee Assistance Program (EAP)
• And more!

IPS is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or veteran status.

Any offer of employment is contingent upon the successful completion of a background and driving record investigation. As a federal contractor, our company is committed to maintaining a safe and drug-free workplace. Candidates for this position are required to complete a pre-employment drug screen successfully. The drug screening process will include testing for substances that may impair one's ability to perform the job safely and effectively.