Service Coordinator

Position Overview

Poseidon Yacht Solutions is seeking a highly organized and detail-oriented Service Coordinator to join our growing team in the marine industry. This position will focus exclusively on coordinating operations for the Mechanical Department, ensuring smooth communication between clients, technicians, vendors, and office staff.

The ideal candidate is a strong multitasker who thrives in a fast-paced environment, has excellent customer service skills, and is comfortable managing invoicing, estimates, approvals, accounts receivable, scheduling, and service coordination simultaneously.

Key Responsibilities

Service Coordination

• Coordinate daily operations and scheduling for the Mechanical Department
• Manage technician schedules, work orders, and service timelines
• Communicate with technicians regarding service updates, parts status, and client requests
• Coordinate with marinas, vendors, and subcontractors when needed
• Ensure all service requests are properly documented and tracked

Estimates & Approvals

• Create and prepare service estimates based on technician recommendations and management direction
• Send estimates to clients and follow up for approvals in a timely manner
• Review approved estimates and coordinate scheduling and parts ordering accordingly
• Maintain organized records of pending, approved, and completed estimates
• Communicate estimate revisions or additional recommendations to clients as services progress

Client Communication & Customer Service

• Maintain professional communication with clients via phone, email, and text
• Provide service updates, schedule confirmations, and follow-up communication
• Assist clients with questions regarding estimates, invoices, and ongoing services
• Ensure a high level of customer satisfaction and professionalism at all times

Invoicing & Accounts Receivable

• Prepare and send invoices accurately and efficiently
• Manage accounts receivable and follow up on outstanding balances
• Process payments and maintain organized financial records
• Work closely with management regarding billing and collections

Parts & Administrative Support

• Order and track mechanical parts and materials
• Coordinate deliveries and verify parts received
• Maintain organized service records and documentation
• Update spreadsheets, tracking systems, and internal reports daily

Qualifications & Requirements

• Previous experience in service coordination, administrative support, or marine industry preferred
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Detail-oriented with strong problem-solving skills
• Ability to work in a fast-paced environment and manage multiple priorities simultaneously
• Quick learner with the ability to adapt to changing schedules and priorities
• Professional and positive attitude
• Fluent in English required; Portuguese speaking is strongly preferred

Software & Technical Skills

Experience with the following is required or strongly preferred:

• QuickBooks Online
• Microsoft Excel
• Smartsheet
• General knowledge of office tools, scheduling systems, and email communication platforms

Preferred Traits

• Strong sense of urgency and accountability
• Ability to communicate effectively with both clients and technicians
• Team player with a proactive mindset
• Comfortable working in the marine/yachting industry environment
• Ability to maintain confidentiality and professionalism

Employment Type

• Full-Time
• In-Office Position
• Competitive compensation based on experience

Pay: $22.00 - $25.00 per hour

Benefits:

• Paid time off

Work Location: In person