Field Service Coordinator

The Field Service Visa Coordinator role requires working closely with our field service and planning team by handling clerical duties, coordinating, organizing the site mobilization, security clearance and travel requirements for the field service personnel. Securing on-time Visa applications and supporting the team regarding Visa requirements.
What are my responsibilities?

• Co-ordination with resource allocation team
• Ensuring that all Personnel documents are up to date.
• Maintain and updating the Vistool in Primavera Webtool
• Ensuring smooth onboarding for new joiners
• Supporting FSR for obtaining the visa
• Updating the Visa requirements folder in share drive
• Arranging all appointments for EHS and Onboarding related
• Ensuring a smooth onboarding for the new joiners FSR and offboarding for the leavers
• Co-ordination with counterparts in delegation center and do all required submission for proper mobilization.
• Supporting with visa documents and ensuring that visas are valid for all personnel.
• Supporting process improvement in daily work environment.
• Collaborate with team members and the FS Resource Management in day-to-day improvement activities.
• Ensuring the data quality and accessibility to project sites for FSR’s.
• If required, handling other tasks assigned by the line manager.

Eligibility:

• BA, IT or Science Degree holder from recognized university or college.
• 5 Years of experience in Visa coordination, office administration, planning or process improvement experience.
• Advanced knowledge in office application tools
• Advanced knowledge of English written and spoken
• Willing to work in multi-cultural teams.
• Process driven, Team Player & self-motivated.

1. Scheduling and Dispatching

• Coordinating technician schedules to ensure timely service delivery and minimize downtime
• Managing service requests, dispatching technicians to appropriate locations based on urgency and expertise
• Handling emergency calls and ensuring the right resources are allocated quickly
• Using scheduling software or management systems (e.g., FieldAware, ServiceTitan, MSP software) to track service appointments and technician availability

2. Customer Service and Communication

• Serving as the main point of contact for customers to provide service updates, resolve issues, and handle complaints
• Communicating effectively with clients, understanding their needs, and providing service updates in real-time
• Managing customer expectations and ensuring that service teams meet deadlines and quality standards
• Offering post-service support, gathering feedback, and addressing any concerns to ensure customer satisfaction

3. Logistics and Resource Management

• Ensuring that service teams have the right tools, equipment, and materials for each job
• Coordinating the procurement of parts or supplies needed for repairs or installations
• Tracking inventory and ensuring that technicians are stocked with necessary spare parts or consumables
• Managing logistics for on-site visits, including travel arrangements for technicians if necessary

4. Technical Knowledge and Problem Solving

• Understanding basic technical aspects of the service being provided (e.g., HVAC, IT, industrial equipment) to provide support when needed
• Helping troubleshoot technical issues remotely when possible or directing technicians to the right solution
• Identifying recurring problems and working with technical teams to develop solutions or improvements
• Being able to review service reports and analyze field service trends to identify opportunities for operational improvements

5. Time Management and Prioritization

• Prioritizing service calls based on urgency, customer needs, and available resources
• Managing multiple tasks and responsibilities efficiently to ensure smooth workflow
• Ensuring that service appointments are completed on time, with minimal delays, and within budget constraints

6. Documentation and Reporting

• Managing detailed service records, including job orders, service reports, and equipment logs
• Ensuring that technicians complete all required paperwork, including work orders, invoices, and time sheets
• Generating service reports for management and customers, tracking job completion, and assessing overall service performance