Service Coordinator

Job Title : Service Coordinator

Location : Navi Mumbai

CTC : 2.4 - 3 Lacs PA

Job Description:

As a Service Coordinator, your main role will be to manage and coordinate service requests and operations, liaise with clients, manage schedules and ensure efficient execution of services. Your responsibilities will involve communicating effectively with both clients and internal teams, utilizing various platforms for communication and documentation.

Responsibilities:

1) Service Planning and Scheduling :

Upon receiving service requests, evaluate client needs and preferences.

If the client requests service on a specific date, check team availability and arrange accordingly. If immediate service is not possible, negotiate alternative options with the client.

If no specific date is requested, provide clients with available dates based on team availability.

Coordinate with the same team who have previously serviced the client, if possible.

2) Documentation and Confirmation:

Check if the Purchase Order (PO) for the service schedule has been received.

If the PO includes an advance payment, ensure that the Proforma Invoice (P.I) is shared with the client.

Once the service date and team are confirmed, inform the client and receive confirmation via email.

3) Record Keeping:

Update all necessary information in Airtable Sales Operations 1st Base for existing clients.

Mark follow-ups and received POs for service due lists. Copy details from these lists to the handover and ensure all information matches the quotation and PO.

4) Sales Coordination:

Handle handovers from the sales team through the Airtable.

Ensure to sync the operations base with the sales handover data and enter all necessary details in each column.

Proceed with the operations Base2 steps after the handover.

5) Client and Vendor Communication:

Create a WhatsApp group with vendors for effective communication.

Share all necessary details such as hotel location, kitchen details, contact information, and safety precautions for onsite service.

Collect government ID cards, contact details, and lodge details if necessary.

Request and confirm receipt of material photos and daily team photos.

Ensure all SOPs are followed during onsite service.

6) Service Tracking:

Update service status in the operations base as it changes from scheduling to ongoing and finally to completion.

Monitor progress by reviewing before and after photos daily.

Upon completion, obtain the signed Job Completion Report (JCR) and share the kitchen checklist with the backend team.

Confirm completed service with the client and document this confirmation.

Qualifications:

Excellent organizational and time management skills.

Strong communication skills, both verbal and written.

Ability to multitask and prioritize tasks.

Attention to detail and problem-solving skills.

Proficiency in using productivity software like Airtable.

Experience in coordinating and scheduling services would be a plus.

Work Conditions:

This is a full-time position requiring occasional flexibility in working hours. Regular communication with vendors and team members is a part of the job. Occasional site visits may be required.