Customer Service Coordinator

IPS is seeking a dedicated Customer Service Coordinator to be the backbone of our innovative team. At IPS, we know that great ideas and groundbreaking projects rely on exceptional support behind the scenes. Your professional growth and development are our priority, so your opportunities here are unlimited. We care for our team members, offering a comprehensive benefits package, work-life balance, and job stability. If you thrive in a fast-paced environment where you will be recognized and appreciated, you would be a great fit at IPS.

Responsibilities & Expectations: 

Integrated Power Services seeks a Customer Service Coordinator to support daily operations, purchasing, and vendor relations. Responsibilities include managing reports, job openings, order acknowledgments, inquiries, and safeguarding sensitive information. The role involves ensuring customer satisfaction, handling various customer and sales tasks, including accurate pricing and team details in quotes.

• Purchasing and Vendor Management: 
  • Oversee the purchasing process and manage the open orders report to ensure timely and accurate order fulfillment
  • Draft and update POs as necessary
  • Maintain the approved vendor list, manage vendor performance scorecards, and handle vendor additions

• Reporting and Documentation: 
  • Draft and update the weekly production report, ensuring updates are complete by Tuesday each week
  • Manage job openings and process order acknowledgments daily to ensure smooth operational flow
  • Organize, type, and distribute test reports, ensuring timely delivery to customers
  • Maintain relevant logs and documentation

• Customer and Vendor Coordination: 
  • Collaborate with sellers and coordinate with the Accounts Receivable (A/R) team to facilitate new customer setups in NetSuite
  • Act as a technical resource for both internal and external customers, addressing and resolving inquiries related to the business group
  • Safeguard sensitive information daily to protect organizational interests
  • Leverage CIPS tools and processes for efficiency in daily tasks
  • Receive incoming calls, tracking details such as travel, pricing, materials needed, and required workforce
  • Communicate customer, industry, and IPS training requirements to HSE

• Field Service Coordination: 
  • Work with the Operations Manager to schedule projects by evaluating the calendars and communicating with all parties involve
  • Perform VOC review with customers to continuously improve customer experience and drive value for IPS
  • Set up projects in NetSuite for review by Operations and Area Managers
  • Enroll technicians in the necessary safety training with HSE to ensure compliance with customer requirements
  • Ensure pricing and work orders are correct before sending them to the sales department for review
  • Schedule and coordinate safety training with HSE
  • Ensure daily, weekly, monthly, and annual inspections and audits e completed
  • Reinforce safety policies, guidelines, and procedures

• Administrative Support: 
  • Assist with month-end closing and other administrative tasks as needed
  • Ensure pricing and work orders are correct before sending them to the sales department for review
  • Work with customers and sellers to receive POs for projects
  • Responsible for job folder preparation and submittal for invoicing
  • Invoice completed projects in NetSuite
  • Generate proposals in coordination with the Operations Manager
  • Create and issue POs to vendors
  • Support shipping needs

Qualifications and Competencies:

• Analytical Skills: 
  • Sharp analytical thinking and reasoning abilities
  • Ability to analyze and interpret data and take appropriate action