ISS Coordinator

Job Purpose

The ISS Coordinator plays a vital role in ensuring the smooth planning and execution of service jobs under the Integrated Service Solutions (ISS) function. This includes end-to-end coordination of field service jobs, determining and arranging the delivery of spare parts, and ensuring all administrative steps are followed through to completion and invoicing. The role works closely with Technical, Logistics, Finance, and Commercial teams to ensure service efficiency, client satisfaction, and adherence to internal systems and standards. The ISS Coordinator ensures each job is handled efficiently, tracked properly, and concluded with full documentation and internal handover.

Main Duties and Responsibilities

• Receive, log, and manage all incoming service requests via the company's systems.
• Coordinate planning and scheduling of service jobs with the ISS Coordination Manager and Technical Manager.
• Liaise with the Technical team to determine spare part needs per job and confirm technical compatibility.
• Request and review offers from suppliers or internal stock to determine pricing and availability.
• Prepare quotes for customers covering spares, logistics, and service costs.
• Confirm purchase orders or approvals from customers before job deployment.
• Coordinate delivery of spare parts — shipped in advance or hand-carried by engineers.
• Collaborate with Procurement and Logistics to ensure timely dispatch and tracking of goods.
• Maintain accurate records for each job within CRM, ERP, and internal job management tools.
• Monitor progress of active jobs, maintaining proactive communication with customers and internal stakeholders.
• Ensure all supporting documentation is collected: service reports, delivery notes, photos, PO numbers, etc.
• Hand over completed jobs to the Finance team for invoicing, ensuring all required documentation is complete.
• Follow up on missing details or documentation needed for timely and correct billing.
• Escalate delays, issues, or blockers to the ISS Coordination Manager.
• Participate in regular coordination meetings and continuous improvement discussions.
• Contribute to process documentation and updates of team workflows and SOPs.
• Maintain up-to-date knowledge of ISS services and key customer requirements.
• Support the on-call rotation for after-hours service cases, as assigned.

Key Accountabilities:

• Accurate and timely coordination of service jobs and spare part deliveries
• Full and correct documentation of each case, prepared for invoicing
• Responsive and clear communication with customers during planning and execution
• Adherence to ISS coordination workflows and tools
• Contribution to efficient internal collaboration between technical, logistics, finance, and commercial teams

Qualifications

• Strong communication skills in English, written and spoken
• Excellent organizational and multitasking ability
• High attention to detail and accuracy under pressure
• Excellent problem-solving skills.
• Computer literacy.
• Experience with CRM and ERP systems (preferred)
• Basic understanding of marine technologies and equipment (a plus)
• Comfortable interacting with suppliers, customers, vessels' crew and internal stakeholders
• Customer service orientation.
• Ability to work collaboratively across departmental functions.
• Education in Engineering, Maritime, or Business field preferred, or equivalent work experience