Equipment Costumer Service Coordinator

Job Description

Job Description

Description : Position Overview :

The Equipment Costumer Service Coordinator provides administrative and clerical support to the maintenance department to ensure smooth daily operations with the customer in mind. This role is responsible for maintaining accurate equipment records, assisting with scheduling and tracking maintenance activities, and performing general office duties. The ideal candidate is detail-oriented, organized, and eager to learn the basics of equipment management while supporting the team in an administrative capacity.

Job Description :

• Maintain accurate records, logs, and files for inspections, repairs, preventive maintenance and equipment service activities.
• Enter, update, and manage equipment, parts, schedule and service activities in the applicable software system(s).
• Schedule preventive maintenance, service calls, and coordinate with technicians, vendors, and service providers
• Track inventory, order parts and supplies, and coordinate deliveries to support maintenance operations.
• Serve as first point of contact for staff inquiries, oversee email notifications, and ensure timely communication regarding service needs and compliance issues (e.g., expired DOT trailers).
• Prepare and process work orders, purchase requests, invoices (excluding repair cost documents), and other administrative documents.
• Organize and maintain digital and paper files, manuals, reports, and correspondence for accessibility.
• Support leadership with data entry, spreadsheets, reporting, and general office duties (phones, copying, scanning, filing).
• Perform other duties as assigned to ensure efficient department operations.
• Duties list may include support for the Baler and / or Trailer Maintenance Team.
• Maintain and update equipment maintenance logs, records, and files.
• Assist with scheduling preventive maintenance and service appointments during business hours.
• Prepare and process work orders, purchase requests, and invoices.
• Track parts inventory, order supplies, and coordinate deliveries.
• Serve as the first point of contact for internal staff inquiries regarding equipment service.
• Organize and file reports, manuals, and documentation related to equipment.
• Support department leadership with data entry, spreadsheets, and reporting needs.
• Prepare correspondence, meeting notes, and other administrative documents as needed.
• Assist with general office duties such as answering phones, copying, scanning, and filing.
• Collaborate with technicians, vendors, and other departments to ensure efficient workflow.
• Enter, update, and manage a variety of data within the service management GP software system, including detailed equipment and parts information, preventive maintenance schedules, and completed preventative maintenance activities.
• Schedule service calls for repairs and coordinate with service providers.
• Manage inventory and order office supplies as needed to support maintenance operations.
• Responsible for tracking and managing digital and paper files relating to service calls, ensuring documentation is organized and easily accessible.
• Oversees email notifications, ensuring prompt responses to all stakeholders, to facilitate effective communication regarding repairs, concerns, and expired DOT trailers.
• Perform other miscellaneous duties as assigned to support the efficient operation of the maintenance department.
• Enters, updates, and manages a variety of data within the service management software system, including but not limited to detailed equipment and parts information, preventive maintenance schedules, and completed preventive maintenance activities.

Requirements :

Benefits :

PLEASE NOTE : The above statements describe the general nature and level of work being performed by people assigned to the job. They are not intended to be all the responsibilities, duties, and skills required. If this sounds exciting, apply now to learn more about our opportunity and benefits – we would love to have you join the VIM Team.