Customer Service Coordinator

External Communities Job Description

Job Title: Customer Service Coordinator (Entry Level)

Job Description

The Service Coordinator acts as the primary point of contact for customers, coordinating field service activities and ensuring that all service requests are executed smoothly from intake through completion. In this role, you intake, log, and manage customer inquiries, provide timely service estimates and job quotations, and keep customers informed through clear, proactive communication. You work extensively within Microsoft ERP and CRM platforms, including Navision and Microsoft Dynamics, to manage customer data, service workflows, and order processing. You generate and maintain reports while balancing multiple assignments in a fast-paced environment, supporting a growing organization that values honesty, loyalty, and internal career growth.

Responsibilities

• Serve as the primary point of contact for customers, providing professional, service-oriented support for all field service requests.
• Intake, log, and manage customer service inquiries with accuracy and attention to detail, ensuring all relevant information is captured in the system.
• Prepare and deliver service estimates and job quotations in a timely and accurate manner.
• Coordinate and schedule field service activities, ensuring appropriate coverage for both East Coast and West Coast customers.
• Track and manage ongoing work orders from initiation through completion, updating status in the customer portal and internal systems.
• Provide regular updates to customers via phone, email, and portal communications to keep them informed of work order progress and any changes.
• Navigate and utilize Microsoft ERP and CRM systems, including Navision and Microsoft Dynamics, to manage customer records, service workflows, and order details.
• Process purchase orders, RMAs, and other order-related documentation accurately and promptly.
• Support invoicing and order processing activities, ensuring that all documentation is complete and aligned with internal procedures.
• Use Microsoft Office and Microsoft Suite tools to create, update, and maintain reports, spreadsheets, and other administrative documents.
• Generate and maintain service and activity reports while managing multiple assignments in a fast-paced environment.
• Collaborate closely with team leads and colleagues in a shared workspace to coordinate work on shared customer accounts.
• Contribute to schedule planning and project coordination efforts related to service activities and installations.
• Adapt to changing priorities and processes in a growing organization and support continuous improvement of service workflows.
• Participate fully in in-office training and apply learned procedures and systems to daily responsibilities.

Essential Skills

• At least 1 year of experience in administrative, clerical, or customer support roles.
• Demonstrated customer service orientation with strong verbal and written communication skills.
• Proficiency with Microsoft Office and Microsoft Suite (such as Outlook, Excel, Word).
• Ability to coordinate schedules and manage service appointments across multiple time zones.
• Strong administrative and clerical skills, including accurate data entry and documentation.
• Ability to manage multiple tasks simultaneously and work effectively in a fast-paced environment.
• Attention to detail and accuracy when logging customer inquiries, processing orders, and generating reports.
• Comfort communicating with customers by phone and email to provide updates and resolve inquiries.

Work Environment

This role is based primarily on-site in a pit-style or cubby seating environment where you sit near teammates who handle shared customer accounts, fostering collaboration and quick communication. The company operates in the grocery store security and cart theft-prevention industry, manufacturing products such as locking-wheel grocery carts and automatic cart pushers used by major retailers. The organization is in growth mode following a private equity acquisition and recent move to a larger facility, offering stability and expanding opportunities. Training is 100% in office for at least 2 weeks and may extend up to 46 weeks, with training hours typically from 8:00 AM to 5:00 PM. After training, the team currently follows a hybrid schedule of four days on-site and one day working from home on Fridays, subject to business needs. Work hours require flexibility, with start times as early as 6:00 AM and as late as 8:009:00 AM, assigned based on team coverage needs for both East Coast and West Coast customers. You join a customer experience team of approximately 15 people, including about 5 team leads who each oversee 13 employees, and you report into a Customer Experience Team Lead. The culture emphasizes honesty, loyalty, investing in people, and promoting from within, with clearly defined succession and growth paths from this role into lead, supervisor, and manager positions. This is a contract role with the potential to convert to a direct position based on performance and business needs after approximately six months.

Job Type & Location

This is a Contract position based out of Lake Forest, CA.

Pay and Benefits

The pay range for this position is $23.00 - $23.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Lake Forest,CA.

Application Deadline

This position is anticipated to close on Oct 2, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.