Service & Sales Coordinator

Service & Sales Coordinator (Dual Role)

Location: Tucson, AZ Department: Service / Sales Reports To: Senior Director of Operations

Position Overview

The Service & Sales Coordinator plays a critical cross-functional role supporting both the Service and Sales teams. This position ensures seamless coordination of service operations, customer support, and sales pipeline activities. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities across operations and revenue-generating functions.

Key Responsibilities

Service Coordination (Primary Focus)

• Coordinate and schedule service work orders across regions and field service engineers
• Serve as the central point of contact for incoming service requests (phone/email)
• Dispatch service requests appropriately based on geography, urgency, and skillset
• Utilize Service Fusion to manage:
  • Work order creation and tracking
  • Technician scheduling and routing
  • Service history and documentation
• Source, order, and track parts required for service jobs
• Obtain and compare vendor quotes for parts and repairs (OEM and third-party)
• Coordinate with vendors, OEMs, and third-party service providers
• Track job status and ensure timely updates to internal teams and customers
• Assist in preparing service estimates, quotes, and service agreements
• Support preventative maintenance scheduling and tracking
• Monitor service KPIs (response time, completion time, uptime)
• Assist with invoicing coordination and service documentation completion

Sales Coordination (Secondary Focus)

• Support the sales team with coordination of active opportunities and pipeline tracking
• Maintain and update CRM (Salesforce or equivalent) with:
  • Leads, contacts, and accounts
  • Opportunity stages and notes
  • Activity tracking (calls, emails, meetings)
• Coordinate roadshow coach scheduling, logistics, and routing
• Assist in planning and execution of roadshow stops, demos, and customer visits
• Help prepare proposals, quotes, and sales materials
• Coordinate internal communication between sales, operations, and fabrication teams
• Assist with outbound marketing efforts, including:
  • Email campaigns
  • Prospect outreach coordination
  • Event and conference support
• Track and follow up on leads generated from marketing campaigns and events
• Help manage prospect lists and data integrity within CRM
• Support reporting on pipeline activity, conversion rates, and sales metrics

Cross-Functional Responsibilities

• Act as a communication bridge between Service, Sales, Operations, and Leadership
• Prioritize and manage multiple requests in a fast-paced environment
• Identify process improvement opportunities across service and sales workflows
• Support customer experience initiatives to ensure high satisfaction and retention
• Assist in developing SOPs and playbooks for service and sales coordination
• Maintain organized documentation, records, and reporting systems
• Provide general administrative and operational support as needed

Qualifications

• 5+ years of experience in a coordination, operations, service, or sales support role
• Experience with service management software (e.g., Service Fusion)
• Experience with CRM systems (e.g., Salesforce, HubSpot, or similar)
• Strong organizational and multitasking skills
• Excellent communication and customer service skills
• Ability to work independently and proactively solve problems
• Detail-oriented with strong follow-through
• Proficiency in Microsoft Office

Preferred Experience

• Background in healthcare, medical equipment, or field service environments
• Experience supporting mobile operations, logistics, or scheduling
• Familiarity with quoting, procurement, or vendor management
• Exposure to marketing coordination or outbound sales support

Key Traits for Success

• Highly organized and process-driven
• Strong sense of urgency and accountability
• Calm under pressure with a solutions-focused mindset
• Team-oriented with strong communication skills
• Adaptable and comfortable wearing multiple hats