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Service Operations Coordinator
Vision RT Ltd. Own detailed operational coordination to move customer orders, replacement parts and returns through the US operation accurately and on time .
Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates expertise in Operations Administration and Order Management, with a strong focus on logistics coordination, process improvement, and effective communication across teams. Proficient in using Sage 200 and CRM systems to manage customer orders and returns efficiently.
Highest-signal resume keywords
Sage 200 ExperienceOrder ManagementLogistics CoordinationProcess ImprovementStrong Communication Skills
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
Order ProcessingParts CoordinationRMA ProcessesData AnalysisKPI TrackingStock ManagementFreight CoordinationMicrosoft Excel ProficiencyWarehouse OperationsCustomer Records Management
Soft Skills
Attention to DetailOrganizational SkillsIndependent Problem SolvingEffective CommunicationTeam Collaboration
Tools & Technologies
Sage 200CRM SystemsERP SystemsWarehouse PortalsSalesforce
Industry Keywords
Service OperationsHealthcare TechnologyMedical DeviceManufacturingDomestic FreightCustoms ComplianceContinuous ImprovementStandard Operating Procedures
Tech Stack
Tools & technologiesERP
About the role
Key responsibilities & impact- Own detailed operational coordination to move customer orders, replacement parts and returns through the US operation accurately and on time
- Process customer, internal and replacement-part orders in Sage 200, CRM and warehouse portals
- Coordinate order fulfilment, picking, packing and dispatch with Operations, warehouse teams, Field Service Engineers and customers
- Track order progress against KPIs and deadlines, communicate status, and escalate risks or delays
- Act as principal contact for US replacement-part requests through shipment and closure
- Manage US spares returns to Dallas and Chicago, including shipping labels, RMA numbers, portal updates and dashboard records
- Process materials received into Dallas and Chicago warehouses and maintain stock, returns and shipment records
- Coordinate stock transfers, trunk-stock changes and ad hoc parts-collection requests
- Manage the returns process end to end and recommend workflow improvements
- Provide R&D support for spares processing
- Arrange domestic freight, temporary storage and shipment of systems or parts
- Resolve shipment, customs and import queries with carriers, customers, Operations and Service
- Coordinate Field Service Engineers and internal teams on logistics, parts, schedules and open actions
- Monitor relevant service cases and ensure actions, delays and follow-ups remain visible
- Process time and materials purchase orders and maintain the T&M log for Finance and billing
- Maintain accurate order, shipment, stock, returns and customer records across operational systems
- Prepare operational updates and highlight overdue actions, recurring delays, data-quality issues and delivery risks
- Support onboarding, training and coverage arrangements for US Operations support staff
- Contribute to standardisation, automation and cross-functional improvement initiatives
- Process Installation Feedback forms and provide analysis
- Update CRM with accurate system utility data after Field Service Engineer site visits
- Produce monthly reports covering KPIs, customer feedback, complaint trends, OTD, cycle times, SLA response times, return rates, open tickets, process-improvement targets, Sage open orders and Cost of Poor Quality
Requirements
What you’ll need- Experience in Operations Administration, Service Operations, order management, logistics, parts coordination or a related role
- Experience using Sage 200, ERP, CRM, warehouse or order-processing systems
- Salesforce or similar CRM experience is desirable
- Strong organisation and attention to detail, with the ability to manage multiple orders, shipments and deadlines simultaneously
- Confident written and verbal communication with internal teams, customers, Field Service Engineers and logistics providers
- Proficiency in Microsoft Excel and the ability to maintain accurate logs, trackers and reports
- Ability to work independently, identify issues early and escalate appropriately in a fast-paced environment
- Technical service, medical-device, healthcare technology or manufacturing experience
- Experience with parts returns, RMA processes, domestic freight, customs or distributed warehouse operations
- Experience supporting process improvement, standard operating procedures or continuous improvement projects
Benefits
Comp & perks- Permanent, full-time employment
- Equal Opportunity / Affirmative Action employer
- Global enterprise security and reach combined with startup agility and innovation
- Employee development opportunities