Service Coordinator

2 weeks ago


Singapore WALLEM SHIPMANAGEMENT SINGAPORE PTE. LTD. Full time

Position Overview
To provide assistance to the Service Manager in the day to day running of the Service Dept.

**Key Responsibilities & Accountabilities

  • Assist Service Manager to prepare quotations
  • Contract manage service jobs as allocated by Service Manager
  • Supervise Service Administrator and deputise for Service Manager as applicable
  • Type and prepare Service Certification for approval by the Service Manager / Technical Manager
  • Type Service Reports
  • Update and maintain the service database records including logging new jobs onto the computer system: Job Book, and Job File
  • Prepare the Service Pack paperwork for the Service Engineers
  • Receive and copy Advice Notes, Time Sheets and Expense Claims upon the completion of each job
  • Allocate new job numbers from job book and raise a new job file
  • Copy the invoice, service report and receipts and send all originals to customer
  • Archive the job
  • Monitor the shipment and retrieval of hire equipment as authorised by the Service Manager
  • Prepare the Sales Order for Service work after approval from the Service Manager
  • Seek advice from the Service Manager / Technical Manager for technical queries and the Spares Coordinator for material cost queries
  • Follow up Service Attendance by issuing Service Reports and Certification to the customer as instructed by the Service Manager
  • Follow up and monitor spares requirements identified during service attendance
  • Assist Accounts in preparation of draft invoices and credit notes
  • Assist Accounts in monitoring accounts receivable payments with customers
  • Close out work in progress upon issue of the Sales Invoice
  • Monitor service due for renewal within the next 3 months and advise Service Manager
  • Maintain holiday database
  • Arrange Engineer travel as authorised by the Service Manager
  • Other reasonable administrative duties as may be required from time to time


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