Service Coordinator-CORE

• Overall repair and maintenance support for all repair/ maintenance work.
• Provide administrative guidance and support to Procurement, Stores and Production Admin staff to comply with systems’ requirements.
• Maintain accurate and updated reference material, catalogues, parts books.
• Contact the suppliers for prices, availability and any specific information required by the customer.

Key Accountabilities

Supply customer orders & meet customer requirements.Produce customer quotations.Liaise with customers, as necessary, on incoming and outgoing jobs with all communication and documentation.Participate in daily operation planning & scheduling based on acknowledged orders from customers.Maintain and share an updated list of customers supplied items with operation team.Prepare gate passes and ensure prompt delivery of customer equipment.Assist in preparing customer data, quotations and sales invoices - follow up with F&A.Keep necessary record for follow-up of orders and inquiries from customers and suppliers.Maintain proper record to follow-up the back orders and provide up-to-date information to these customers.Check that invoices priced are as per the contract price, coordinate invoice issuing and forwarding to customers on time.Resolve invoice discrepancies and address delivery delays by coordinating with suppliers and internal stakeholders.Review and update material request from supervisors with necessary information before submission for SRC manager’s approval.Day to day jobs as assigned by SRC manager.Ensure all data concerning every individual job is correctly loaded onto the system.Coordinate with SRC manager for any operational support needed.Spare parts ordering against jobs through system.Maintain stock inventory and stock maintenance of inventory with service department.Coordinate with accountant/ finance about any outstanding transaction.Overtime hours booking against jobs & process through system.Responsible for creating service and maintenance center purchase requisitions (PR) and purchase orders (PO).Coordinate with supply chain to track goods received and ensuring timely payments to suppliers.Help distributing operation schedules & work orders, ensuring efficient workflow and timely project execution.Negotiate pricing agreements with vendors to successfully reduce costs while maintaining high-quality standards.Maintain detailed and accurate records of order status, shipping information, and supplier performance metrics.Maintain operation and maintenance manuals, parts manuals and other related technical information such as but not limited to electrical schematics, engineering drawings of machines and equipment.Identify cost-saving opportunities through negotiation of supplier discounts & volume-based agreements.Contact suppliers for prices, availability or any other specific information required by major accounts customersEnsure that reports assigned to him are completed on-time.Any other tasks as assigned by direct manager.

Knowledge, Skills and Aptitude

• Educational Qualifications & Certifications: Degree or diploma in a technical discipline, Oil & Gas field and support experience is an advantage.
• Knowledge: Understanding of the Oil and Gas, mining and industrial industries in KSA.Ability to have technical discussions with suppliers/ customers.Maintenance, service and repair cycle understanding from initial customer contact to invoicing.Business systems understanding.Experience and relationship building with suppliers following the EHS policies in all work-related activities.
• Technical and General Skills: Excellent coordination, organizing and prioritizing skills.Strong organizational & time management skills.Excellent verbal and written communication skills.Basic financial analytical skills and accounting. Good moral and efficient and business-like attitude are maintained. Good Knowledge Microsoft Office – Specially in MS Excel.
• Language Skills: Fluent in English and Arabic (ideally).
• Experience: 5 years + customer facing role experience.

Key Interactions

• Key Internal Contacts:
• Service & Repair Centre Team: Daily tasks assignments.Activity uploading.Attendance reporting.
• Service & Repair Centre Manager: Operational liaison.Coordinating work.Pricing, installation and technical proposal support.Daily/ weekly update on operational planning.
• Supply Chain: Joint meetings.Progress reports on demands/ supply requests.
• Key External Contacts:
• Customers: Regular correspondence with customers via email/ telephone.
• Equipment OEM: Technical discussions.Feedback from customers on requirements and challenges.Joint meetings– in person or via v/call.