Coordinator - Site Services

The Site Services Coordinator is a key contributor to the success of installation and field service operations, overseeing the full lifecycle of customer jobs-from initial order entry through project completion and closeout. This role ensures accurate job setup across multiple systems, maintains essential documentation, coordinates material procurement and logistics, and provides consistent support to project managers, field personnel, vendors, and internal teams.The ideal candidate is proactive, adaptable, and confident in making decisions in fast-moving environments where guidance may be limited. Working with minimal supervision, this person must be able to manage multiple priorities, evaluate changing needs, and communicate effectively to keep stakeholders aligned.Core responsibilities include ongoing job maintenance, such as tracking materials, updating schedules, monitoring workflow queues, processing invoices, and facilitating timely communication across departments. Additional duties include setting up customer and vendor accounts, coordinating travel, managing equipment rentals, overseeing safety training compliance, maintaining inventory, and entering labor and subcontractor time.Success in this position requires strong organizational skills, meticulous attention to detail, and a commitment to delivering accurate, timely support. The Site Services Coordinator plays a vital role in ensuring projects operate smoothly, customers receive exceptional service, and all supporting tasks are completed efficiently.About CSI:CSI provides state-of-the-art stainless-steel process equipment and service for the food, dairy, beverage, pharmaceutical, and personal care industries. We are a growing company with a passion for providing superior customer service. Our work environment is rooted in respect, teamwork, continual learning, and growth... with a large dose of community and fun!We believe our employees are our greatest resource and are committed to investing in our team. Which is why we offer employees the possibility of free monthly healthcare premiums, paid time off, retirement planning, on-going personal development and more! If it wasn't already obvious, we also value fun and community! Which is why we strive to create an enjoyable and positive work environment - hosting company BBQs, bringing in local food trucks, casual Fridays, wellness programs, and even encouraging our team to invest and volunteer in our local community.We're looking for fun and energetic candidates that want to join our growing family and ensure our customers delight in CSI. If this sounds like you, what are you waiting for? Apply now!Salary: $23 - $25 per hourPrimary FunctionsProcess new customer ordersReview and analyze customer purchase orders against corresponding quotes; identify any discrepancies and determine appropriate next steps, involving the project manager when needed.Create sales order, project, jobs in ERP systemSend required notifications to the project manager and supervisor.File all relevant documents in the document management system.Create and maintain the job file on the network drive.Set up the job in ACC, enter it into the expense software, and add it to the installation schedule.Collaborate with new customers and the accounting team to establish customer accounts in the ERP system.Job MaintenanceEnter all materials into the appropriate jobs and provide substitution recommendations to project managers or craftsmen when needed.Update job due dates as required.Coordinate the shipment of materials.Follow up with the purchasing team on overdue job materials.Provide tracking information for all shipped materials.Coordinate job kickoff meetings.Adjust estimated costs for expenses, materials, and labor.Create subcontractor purchase orders and distribute them accordingly.Purchase and expedite materials for field projectsEnter purchase orders for direct to field itemsUpdate purchase order with vendor acknowledgement dataExpedite purchase orders issued to ensure on-time deliveryCheck buyer dashboard for overdue purchase orders, follow up with vendors as needed for departmentFile vendor documents in document management systemWork with purchasing department to set up partsSet up service and repair parts, revisions, and method of manufacturingWork with vendors & purchasing department to acquire pricing for material neededWork with new vendors & accounting team to set them up in the systemMonitor personal & site services workflow queue for field installationProcess AP invoices for direct to field items, subcontract labor, equipment rentals, site services suppliesWork with site services team members & accounting group to gain approvals for processing as needed and to work through issuesTake requests from field staff for non-inventory items from field cabinet and ship as requestedMonitor Site Services EmailClose jobsAll paper documents maintained in your hard copy job file are saved to the J drive in folder coordination fileWork with vendors to gather missing invoices for purchase orders connected to projectEnsure equipment rentals are called off and final invoices are enteredInactivate job in Concur, Procore, Assignar softwareMonitor closed job task list for additional closing tasksMaterial ReturnsUpdate installation schedule for the department during scheduling meetings and as neededSubmit expense reimbursement and corporate credit card charges via Concur by Wednesday of each week for all charges incurred the previous Monday thru SundayWork with supervisor on accounts receivable project issuesOrder and arrange for delivery of welding gas and equipment rental per instructions from project manager, field superintendent, field leads, and subcontractorsFile rental agreement in Synergy upon delivery of equipmentUpdate Equipment on Rent list as equipment as ordered and called offCoordinate travel arrangements for the Installation department including but not limited to:CSI Craftsmen, project managers, outside departments, service and repair techs, employee candidatesProvide assistance to Manager-Installation Services and Project Managers as needed including but not limited to:Detail of job costs incurredTravel arrangementsVendor set upClerical supportPreparation for and attendance in scheduling, project kick-off, and post project meetingsKeep inventory of various items required by craftsmenCSI ShirtsSafety vestsHard hatsSafetyWork with Installation Services team to ensure team members going onsite have completed applicable safety training course to gain access to jobsiteSet up new team members with ISN accountAssign safety training assignments to applicable team members per job requirementsWork with applicable departments to maintain documents required in ISN per customer requestsTime Entry - CSI CraftsmenWork with Manager of Site Services to ensure accuracy of labor entries by installation craftsmenEnter labor time daily for craftsmenEnsure time entry is done before 10am on Mondays / Email accounting team on Monday mornings with excel breakdown of labor worked week priorTime Entry - SubcontractorsWork with installation team to gather time sheets for subcontractorsCompare approved time sheets to subcontractors invoice/installation schedule to ensure accurate invoicing has occurredEnter subcontractors time worked onto applicable jobs weekly/as received by subcontractorsFollow up with subcontractors & installation team members to get any subcontractor invoices that are over 2 weeks past dueEnter subcontractors invoices for payment into ERP by Wednesday EOD each weekZero Cost ReportResearch material items on jobs with zero estimated costs and update with correct pricingRequired Skills:Education/Training:High school diploma or equivalentCollege credits; preferredRequired Experience:Experience with construction supportExperience arranging complex travel plans and itineraries for multiple partiesComputer proficiency, requiredMicrosoft SuiteSuperb problem-solving skillsExcellent communication when dealing with internal and external customersAbility to think quickly and adapt to unforeseen situationsMore than 40 hours per week may occasionally be required in order to achieve the productivity necessary for this position. Overnight travel, Saturday, Sunday and holiday hours may occasionally be required but are not anticipated with this position.This position requires the ability to interact with employees verbally and in writing, remain in a stationary position for 80% of the workday, have close visual acuity, and constantly operate a computer and other office productivity equipment, such as a phone, copy/fax/scan machine, computer keyboard and mouse with or without reasonable accommodation. This position also requires the ability to occasionally lift, stoop, bend, and lift office products and supplies, up to 20 pounds.