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 hour

• Process new customer orders
  • Review 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 system
  • Send 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 Maintenance
  • Enter 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 projects
  • Enter purchase orders for direct to field items
  • Update purchase order with vendor acknowledgement data
  • Expedite purchase orders issued to ensure on‑time delivery
  • Check buyer dashboard for overdue purchase orders, follow up with vendors as needed for department
  • File vendor documents in…