Service Coordinator (Mechanical Engineer)

Job Description Service Coordinator / Service Support Executive
Key Responsibilities

• Record inward and outward repair entries in the ERP system for customer, supplier, and vendor repairs.
• Maintain repair follow-up logs by recording material receipt, dispatch, and repair status dates.
• Tag inward materials with traceability labels to ensure accurate tracking.
• Follow up daily with suppliers and vendors regarding pending repairs, spare parts, and deliveries.
• Prepare customer quotations based on engineer indents and spare parts costing.
• Maintain physical and digital filing of installation reports, chargeable service reports, and AMC (Annual Maintenance Contract) visit reports.
• Organize and maintain scanned copies of installation, service, and AMC reports for easy retrieval.
• Print delivery challans, shipping documents, and address labels for spare parts dispatch.
• Coordinate weekly stock transfers and scrap material deliveries to the stores department.
• Maintain service visit follow-up logs and ensure timely dispatch of spare parts as requested by service engineers.
• Update and maintain job completion records and service status logs.
• Attend customer calls, record service requests, and direct them to the appropriate service engineer or manager.
• Develop familiarity with inventory, spare parts, and stock availability to support service operations.
• Create initial service call entries by recording enquiry details, customer contact information, equipment details, and the nature of the problem.
• Coordinate with internal teams to ensure timely execution of service activities and maintain accurate documentation.

Key Skills

• ERP data entry and record management
• Vendor and supplier coordination
• Customer service and communication
• Documentation and filing management
• Quotation preparation
• Inventory and spare parts coordination
• Follow-up and coordination skills
• Microsoft Excel, Word, and email communication
• Attention to detail and organizational skills
• Ability to manage multiple tasks and meet deadlines