Service Operations Coordinator at Applied Adhesives

Worldwide

About APPLIED Adhesives:   We have you covered.   Nobody knows more about adhesives than APPLIED Adhesives. We are passionate about solving complex challenges with innovative adhesive products and offerings. APPLIED is the industry leader in helping manage costs, reduce waste, and make entire operations run more efficiently. From adhesives, equipment, parts, and service, we have you covered.     With world-class adhesive products, equipment, and parts along with visionary leadership, unparalleled expertise, and an agile, responsive service team, we’re not happy simply staying put. Every day, we leverage our technical expertise and passion for problem solving for the benefit of our customers and the future of our company.   We have countless victories that we could celebrate, but we’re more interested in looking forward than back. We’ve collected the talent and skills to continue innovating new product solutions and applications in emerging industries. We have the fortitude to not only accept challenges, but to seek them out. And we have the confidence and determination to become the most sought-after adhesive solutions partner.   Come join us!   The Role:   The Service Operations Coordinator supports the Field Service Team by managing inventory, organizing customer billing and follow-up work connected to service activity.   This role ensures that technician work is properly documented, parts are replenished, tailgate sales are billed, quotes and purchase orders are followed up on, and customers receive timely updates. This position works closely with Field Technicians, the Service Scheduler, Call Center, Accounting/Finance, Warehouse, and Service Leadership to keep operations moving efficiently.   The goal of this role is to reduce administrative burden on technicians and the scheduler while improving billing accuracy, inventory readiness, customer communication, and follow-through after service visits.   This is a remote role, but you must live in CST or EST time zones to be considered. This position requires limited travel (1-2 times per year) for internal meetings and training opportunities.   Key Responsibilities: * Review submitted work orders for completeness (missing labor, travel, parts, notes, signatures, billing details, or follow-up actions). * Coordinate corrections with technicians, scheduler, or service leadership when information is incomplete. * Help ensure Work Orders are ready for billing and close-out. * Maintain clean service records in Salesforce, ServiceMax, and related systems. * Review parts used during service visits and coordinate technician truck restocking. * Track parts that need to be replenished, transferred, ordered, or followed up on. * Coordinate with Warehouse and Purchasing on availability, shipping, and backorders. * Support inventory accuracy through discrepancy follow-up and cycle count assistance. * Identify frequently used parts that may need to be added to standard truck stock. * Own follow-up for field-used parts and service-related tailgate sales. * Confirm whether parts and labor are billable, warranty, courtesy, contract-covered, or internal. * Follow up on missing purchase orders, quote approvals, and billing information. * Coordinate with Billing/Accounting to support accurate and timely invoicing. * Track open or aging unbilled service items. * Assist with parts identification, parts availability, and order status updates. * Create or support parts and service-related quotes. * Follow up with customers on quote approvals and required purchase order. * Communicate parts status, shipping updates, and backorders to customers and internal teams. * Help ensure required parts are available before follow-up service is scheduled. * Provide customer updates related to quotes, purchase orders, parts, shipments, and follow-up items. * Support clear communication between customers, technicians, scheduler, call center, billing, warehouse, and sales. * Help collect missing information needed to move service work forward. * Review technician notes and help convert recommendations into next steps such as quotes, parts orders, return visits, or depot/RMA actions. * Support and coordinate Warranty claims from field service to related OEMs.   You Are Ideal for This Role If You: * Have a strong ownership mindset. * Are highly responsive and customer focused. * Have high attention to detail. * Can clearly and professionally communicate.   Physical Requirements: * Must be able to remain in a stationary position. * Constantly operates a computer and other office productivity machinery. * Able to communicate information and ideas so others will understand.   Experience and Qualifications: * Highschool diploma or equivalent required. * 1-3 years’ experience in customer service, service coordination, parts support, billing support, or field service administration required. * Ability to manage multiple open tasks across customers, technicians, quotes, work orders, and internal teams required. * Must have high attention to detail with parts, billing, purchase orders, and service records. * Clear and professional communication with customers and internal departments required. * Ability to prioritize urgent service needs while maintaining routine follow-up work required. * Willingness to learn service parts, equipment terminology, billing rules, and field service workflows required. * Familiarity with Salesforce, ServiceMax, ERP systems, or inventory platforms preferred. * Experience supporting technicians, service departments, or industrial customers preferred. * Understanding of parts ordering, quoting, purchase orders, invoicing, or inventory replenishment preferred. * Background in manufacturing, industrial equipment, maintenance, or aftermarket service preferred.   Why Work for Us: * Medical, Dental and Vision Benefits * 401k Match * Flexible and Team-Oriented work environment * Generous PTO policy * Tuition Reimbursement * Employee Assistance Program * Career and talent development opportunities as well as opportunities for personal growth   Leading with Integrity, Collaboration, and Passion In today’s dynamic business landscape, these core values serve as the compass guiding our actions and decisions. Whether it’s demonstrating leadership, fostering collaboration, igniting passion, upholding integrity, or maintaining a relentless customer focus, these principles shape our mission, vison and values, and drive our commitment to excellence.   Our Core Values:   Leadership We are the leaders we wish to follow at work and in our communities.   Collaborative One team delivering exceptional value and service.   Passion We enthusiastically pursue excellence.   Integrity We choose to be ethical and trustworthy.   Relentless Customer Focus Our customers are at the heart of everything we do.     The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Typical work is in a climate-controlled environment requiring regular use of computer and electronic equipment.   We are an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.