Field Service Administrator

Description

Are you a natural organizer who thrives in fast-paced environments and loves keeping moving parts aligned? IPS is seeking a dynamic Field Service Coordinator to join our team. In this role, no two days will look the same. You'll be the central hub connecting customers, technicians, and internal teams—scheduling service calls, coordinating resources, solving problems in real time, and ensuring every job runs smoothly from start to finish.

You’ll work alongside some of the best technicians in the industry, leveraging cutting‑edge tools and systems to deliver seamless service experiences. If you're detail-oriented, proactive, customer-focused, and energized by making things happen behind the scenes, IPS is the place for you.

The Field Service Administrator supports the field service team's daily operations by ensuring accurate data entry, efficient job coordination, and timely administrative support. This role is critical in maintaining workflow efficiency, supporting technicians, and ensuring all service-related documentation and processes are properly managed.

• Prepare and submit field service billing by ensuring all documentation is accurate and properly uploaded into job folders, invoice descriptions are accurate, and any special invoicing instructions are noted.
• Perform daily time and material charge entries for field technicians, ensuring accuracy and timeliness for all service jobs.
• Create and manage purchase order (PO) entries in the ERP system.
• Assist with job quoting, including preparing estimates and supporting documentation.
• Track and maintain records for field service equipment calibration, ensuring compliance with company and regulatory standards.
• Coordinate and order supplies for field technicians, ensuring adequate inventory levels are maintained.
• Maintain accurate service records, job files, and documentation.
• Communicate with technicians and internal departments to support service operations.
• Monitor job progress and update systems as needed.
• Assist with scheduling and administrative support for field service activities.

• Help onboard new technicians by coordinating paperwork, system access, and training schedules.
• Follow company procedures, safety guidelines, and service-level standards.

• High school diploma or equivalent (associate or bachelor's degree preferred).
• 2+ years of administrative or service coordination experience (field service environment preferred).
• Strong data entry skills with close attention to detail.
• Experience with ERP or service management systems is a plus.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.

• Detail-oriented with a high level of accuracy.
• Strong time management and prioritization skills.
• Ability to work independently and as part of a team.
• Problem‑solving mindset with a proactive approach.
• Ability to handle multiple tasks in a fast-paced environment.

• On-the-job training provided for field service systems and processes.
• Opportunities to grow into Field Service Coordinator, Dispatcher, or Operations roles.

• Office-based role with frequent interaction with field personnel & supervisors.
• Standard business hours: occasional overtime may be required during high-volume service periods.

• Ability to sit or stand for extended periods while working on a computer.
• Occasional lifting of office materials (up to 20 lbs).

• Lead with integrity and prioritize safety. You demonstrate high standards and commit to a safe, ethical workplace.
• Value teamwork and accountability. You work well with others, take responsibility, serve others, and deliver on your commitments.
• Focus on the customer. You are dedicated to providing an unmatched customer experience and exceeding expectations.
• Have an entrepreneurial spirit. You’re proactive, innovative, and thrive in a fast-paced environment.
• Communicate effectively and with purpose. You keep everyone informed with clear, concise communication.
• Stay curious and love to learn. You…