Job Summary

The Field Service Coordinator is responsible for coordinating and supporting all administrative, operational, and financial functions within the Field Services Department. The role ensures efficient scheduling of technicians, accurate processing of service documentation, effective debtors control, and compliance with ISO 9001:2015 and company procedures. The incumbent acts as the central liaison between customers, technicians, sales, procurement, and finance to ensure service excellence, operational efficiency, and profitability.

Key Responsibilities

• Receive customer calls, log service requests, and open job cards with allocated job numbers.

• Maintain and update technician booking schedules, planning boards, and future site rosters.

• Compile and submit technician activity reports.

• Receive, process, capture, and file service reports accurately.

• Update service history records for new and repaired units.

• Prepare daily quotations, production orders, and invoices in line with approved profit margins.

• Follow up on outstanding quotations, queries, pay queries, and invoices processed.

• Assist in maintaining debtors’ accounts within 95% of contractual payment terms (by value).

• Monitor customer payments and resolve payment discrepancies.

• Liaise with procurement regarding spares and assist with monthly stock takes and variance reporting.

• Process weekly technician and contractor timesheets.

• Capture monthly payroll information and manage timesheet-related queries.

• Process monthly cellphone payroll deductions.

• Arrange travel, accommodation, and subsistence allowances for Field Service Technicians and Managers.

• Conduct stock takes of service vehicles and site stores as required.

• Ensure accurate capturing of vehicle checklist information.

• Maintain fuel consumption spreadsheets, contractor packs, and departmental administrative records.

• Provide support in preparing tenders and responses to RFQs.

• Update monthly reports including Life Cycle Cost (LCC) reports and safety files.

• Support and maintain ISO 9001:2015 compliance standards within the department.

• Relieve switchboard duties when required.

• Perform ad hoc administrative tasks in accordance with company procedures.