HTLS Service Coordinator

COMPANY OVERVIEW

WeldFit has been a leading manufacturer of pipeline and oilfield products for over 50 years, providing critical solutions such as hot tapping, line stopping, and automated pigging systems to the oil & gas, refining, and petrochemical industries. Headquartered in Houston with a global footprint, WeldFit is committed to safety, quality, and operational reliability in every product and service we deliver.

POSITION SUMMARY

The HTLS Service Coordinator is the primary point of management for the HTLS service work orders assigned to it, from closed-won through billing. They assign work job by job and retain the largest, most complex, and highest-value jobs. On assigned jobs, the coordinator owns the handoff from the commercial team to operations: keeping the customer informed before the job, making sure every job is complete and correct before dispatch, capturing scope changes as they happen, and getting job paperwork to billing quickly and accurately. Final schedule sign-off and approval of crew deviations from the technician matrix rest with the Senior. The two coordinators serve as backup for each other. Quick and timely response, strong organization, attention to detail, clear communication, and proficiency with Salesforce, SyteLine, and Excel is critical to success.

KEY RESPONSIBILITIES

Job Coordination

• Once an order is closed won and assigned, contact the customer to confirm job details, site contacts, and projected dates. Handle all pre-project communication with the customer, both proactive and reactive.
• Collect all data sheets for the job and upload all job details to the work order folder in CRM. Complete all required fields on the work order and service appointments.
• Confirm projected project dates with the customer and keep service appointments in CRM current as dates move.
• For line stop jobs, ensure sealing elements (drilling and turning) are ordered and delivered to the service center in time for the job.
• When requested by the customer, work with Engineering to provide stack-up drawings and other technical information such as equipment details and flow rates.
• For orders with fittings, ensure the customer receives MTRs.
• Ensure a signed agreement (MSA, contract, or PO) is in place before work is performed, working with the Customer Contracts Manager as needed.
• Participate in customer pre-job calls as the WeldFit representative. Ensure the customer gets what it needs and all information is communicated to the service operations team and technicians.
• Track each job against the quote. Identify work beyond quoted scope as it happens, communicate it to the customer in real time, and process change orders.
• Ensure equipment setup, technician dispatch, and equipment return flow through the work order management process in CRM.
• Keep SyteLine and Salesforce in sync for all assigned orders.
• For orders with built-to-order fittings, coordinate with the PM team on build status and delivery.
• Coordinate with the ISW Service Line Manager to schedule ISW services on HTLS jobs.

Scheduling & Dispatching

• Update the online schedule in real time to ensure technician location by day is accurate.
• Ensure all details are on the job prior to dispatch: contacts, location, assets, and files.
• Prepare the schedule for assigned jobs and submit it to the Senior HTLS Service Coordinator for final sign-off. Dispatch technicians upon approval.
• Staff assigned jobs to the technician matrix. Route any proposed deviation from the matrix crew size to the Senior HTLS Service Coordinator for approval before dispatch.

Billing

• Support the billing team in JCA reconciliation and service records.
• Handle all invoice disputes by collecting backup data and building spreadsheets that lay out job details.
• Reconcile all WOLIs in CRM to the ERP system so revenue is recognized in the proper month.
• Participate in margin review meetings with Operations and Estimating.

Other Duties / Expectations

• Participate in all service center operations meetings.
• Support Estimating on quotations as needed.
• Coordinate with the PM team on all standard and inventory fittings built for planned jobs or inventory.
• Support inventory controls and ensure fitting inventory transactions are recorded properly.
• Coordinate equipment needs for scheduled jobs with the Manager, Service Equipment Assets.
• Ensure the post-job survey is sent to the customer and results are shared with the team.
• Keep account managers current on their customers’ projects.
• Support other service operations needs as requested.

Qualifications

QUALIFICATIONS

Education / Experience Requirements

• Associate’s degree or equivalent experience in the oil and gas industry
• 2+ years of service coordination, dispatch, expediting, or project coordination experience preferred
• Salesforce (Field Service) and ERP experience preferred; SyteLine a plus
• Document control experience
• Ability to manage multiple jobs and deadlines at once

Required Skills

• Oral and Written Communication Skills
• Detail Oriented
• Strong Organization skills
• Interpersonal Communication Skills
• Customer Service
• Salesforce / CRM
• Microsoft Excel
• Time Management
• Basic Administrative Skills

KEY PERFORMANCE INDICATORS (KPI) / PERFORMANCE LEVEL TARGETS

• JCA submitted to Accounting within 3 business days of job completion
• 100% of jobs dispatched with a complete work order and signed agreement
• >95% of job files uploaded into CRM
• Change orders submitted within 5 business days of job completion
• Zero SyteLine / Salesforce discrepancies at month-end close

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting and working at a computer, including typing and data entry.
• Frequent telephone use to make and receive calls.
• Regular communication with team members by phone, electronically, and in person.

TRAVEL REQUIREMENTS

• Up to 25%