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, maintainsessential 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

Primary Functions

• 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 document management system
  • Work with purchasing department to set up parts
  • Set up service and repair parts, revisions, and method of manufacturing
  • Work with vendors & purchasing department to acquire pricing for material needed
  • Work with new vendors & accounting team to set them up in the system
• Monitor personal & site services workflow queue for field installation
  • Process AP invoices for direct to field items, subcontract labor, equipment rentals, site services supplies
  • Work with site services team members & accounting group to gain approvals for processing as needed and to work through issues
  • Take requests from field staff for non-inventory items from field cabinet and ship as requested
• Monitor Site Services Email
• Close jobs
  • All paper documents maintained in your hard copy job file are saved to the J drive in folder coordination file
  • Work with vendors to gather missing invoices for purchase orders connected to project
  • Ensure equipment rentals are called off and final invoices are entered
  • Inactivate job in Concur, Procore, Assignar software
  • Monitor closed job task list for additional closing tasks
• Material Returns
• Update installation schedule for the department during scheduling meetings and as needed
• Submit expense reimbursement and corporate credit card charges via Concur by Wednesday of each week for all charges incurred the previous Monday thru Sunday
• Work with supervisor on accounts receivable project issues
• Order and arrange for delivery of welding gas and equipment rental per instructions from project manager, field superintendent, field leads, and subcontractors
  • File rental agreement in Synergy upon delivery of equipment
  • Update Equipment on Rent list as equipment as ordered and called off
• Coordinate travel arrangements for the Installation department including but not limited to:
  • CSI Craftsmen, project managers, outside departments, service and repair techs, employee candidates
• Provide assistance to Manager-Installation Services and Project Managers as needed including but not limited to:
  • Detail of job costs incurred
  • Travel arrangements
  • Vendor set up
  • Clerical support
  • Preparation for and attendance in scheduling, project kick-off, and post project meetings
• Keep inventory of various items required by craftsmen
  • CSI Shirts
  • Safety vests
  • Hard hats
• Safety
  • Work with Installation Services team to ensure team members going onsite have completed applicable safety training course to gain access to jobsite
  • Set up new team members with ISN account
  • Assign safety training assignments to applicable team members per job requirements
  • Work with applicable departments to maintain documents required in ISN per customer requests
• Time Entry - CSI Craftsmen
  • Work with Manager of Site Services to ensure accuracy of labor entries by installation craftsmen
  • Enter labor time daily for craftsmen
  • Ensure time entry is done before 10am on Mondays / Email accounting team on Monday mornings with excel breakdown of labor worked week prior
• Time Entry - Subcontractors
  • Work with installation team to gather time sheets for subcontractors
  • Compare approved time sheets to subcontractors invoice/installation schedule to ensure accurate invoicing has occurred
  • Enter subcontractors time worked onto applicable jobs weekly/as received by subcontractors
  • Follow up with subcontractors & installation team members to get any subcontractor invoices that are over 2 weeks past due
  • Enter subcontractors invoices for payment into ERP by Wednesday EOD each week
• Zero Cost Report
  • Research material items on jobs with zero estimated costs and update with correct pricing

• High school diploma or equivalent
• College credits; preferred

• Experience with construction support
• Experience arranging complex travel plans and itineraries for multiple parties
• Computer proficiency, required
• Microsoft Suite
• Superb problem-solving skills
• Excellent communication when dealing with internal and external customers
• Ability to think quickly and adapt to unforeseen situations