Position Summary
The Renewals Coordinator / Service Sales role is responsible for managing Hawk Equipment Services, Inc.’s recurring preventive maintenance renewal process, service quote follow-up, customer renewal communication, and service sales support. This position helps ensure routine PMs, calibrations, and service agreements are proactively tracked, quoted, followed up on, and handed off for scheduling once approved.
In addition to the primary renewals and service sales responsibilities, this role provides limited support for shipping, receiving, and inventory tracking related to service operations. These duties are secondary to the renewal pipeline and are intended to support day-to-day service workflow, material visibility, and internal coordination.
Primary ResponsibilitiesPreventive Maintenance Renewals
- Maintain visibility into upcoming routine preventive maintenance, calibration, and service due dates by customer, site, system, and service interval.
- Manage a forward-looking 30/60/90-day PM renewal pipeline.
- Identify overdue, upcoming, or at-risk renewal customers.
- Prepare or coordinate PM renewal quotes using approved pricing, prior service records, customer history, site requirements, and contract terms.
- Send proactive service reminders to customers with the last service date, next due date, and proposed service window when appropriate.
- Track renewal quote status, customer approvals, requested revisions, and purchase order status.
- Maintain accurate customer contact information, service notes, and renewal activity in the company CRM or service management system.
Service Sales and Customer Follow-Up
- Follow up on open PM quotes, service agreement renewals, repair recommendations, and recurring service opportunities.
- Help convert completed service visits into repair quotes, replacement quotes, upgrade opportunities, or future PM cycles.
- Communicate professionally with facilities, safety, maintenance, purchasing, and operations contacts.
- Coordinate with Sales when a service opportunity becomes a larger project, national account opportunity, or regional growth opportunity.
- Support customer retention by proactively communicating service requirements, timing, and next steps.
- Provide consistent follow-up so service opportunities do not stall after quotes, reports, or recommendations are issued.
Work Order and Documentation Support
- Monitor and help direct Work Order status flow within the service management system.
- Transfer pertinent customer, site, quote, approval, and service information into the company CRM and service Work Orders.
- Mine and transfer Work Order and Job Summary information, including OCR/AAR or closeout data where applicable.
- Support clean documentation flow from renewal quote to customer approval, scheduling handoff, completed report, and next renewal cycle.
- Assist Hawk personnel as needed to support daily service operations and customer communication.
Scheduling Handoff and Internal Coordination
- Once a service quote is approved, hand off the approved scope, purchase order, customer contact, site information, and requested timing to the Field Service Coordinator or Scheduler.
- Coordinate with Accounting when billing setup, purchase order information, tax status, or payment status affects service approval or scheduling.
- Track approved-but-not-scheduled service work and help prevent approved work from stalling before execution.
- Provide regular visibility to the Service Manager on PMs due, quotes sent, approvals pending, overdue customers, and approved work awaiting scheduling.
Secondary Responsibilities: Shipping, Receiving, and Inventory Support
- Assist with shipment and receipt of materials and supplies as needed.
- Track, trace, and update the status of incoming and outgoing shipments related to service operations.
- Complete daily inbound receiving of products and packages and notify recipients accordingly.
- Receive proof of deliveries to confirm successful receipt of goods.
- Accurately track and document incoming and outgoing stock.
- Scan inventory, count accurately, and maintain basic inventory tracking records.
Role Ownership Boundaries: Primary Ownership
- PM renewal pipeline
- Service renewal quote follow-up
- Recurring service customer communication
- Service reminder communication
- Purchase order and approval tracking for renewal quotes
- Repair quote follow-up where assigned
- CRM and service Work Order data updates
- Clean handoff of approved service work to scheduling
- Basic shipping, receiving, and inventory tracking support
Not Primary Ownership
- Technician scheduling and dispatch logistics
- Final technical troubleshooting or field repair decisions
- Project estimating outside assigned service renewal scope
- Accounting, AR collections, or billing decisions
- Purchasing decisions or supplier negotiations
Required Skills
- Excellent written and verbal communication skills.
- Strong follow-up discipline and ability to manage multiple customers, quotes, due dates, and next steps.
- Strong sense of urgency and time management.
- Ability to work independently while also collaborating with Service, Sales, Accounting, and field personnel.
- Proficiency with Gmail, Google Sheets, Microsoft Office, CRM systems, and service management platforms.
- Ability to maintain organized records and accurately transfer information between systems.
- Comfortable communicating with customers, vendors, drivers, technicians, and internal team members.
- Basic math, reading, and written English skills.
- Ability to manage recurring tasks without losing visibility on open items.
- Experience with FedEx, UPS, or commercial shipping processes preferred.
- HazMat shipping experience or prior certification is a plus, but not required.
Education and Experience
- High school diploma, GED, or equivalent qualification required.
- Minimum of 2 years of experience in service coordination, renewals, inside sales, customer service, logistics, shipping/receiving, inventory support, or a similar role preferred.
- Experience in a service-based, contractor, industrial, commercial, or technical business environment is preferred.
- Experience with CRMs, service work order systems, spreadsheets, and customer records is preferred.
Physical Requirements
- Comfortable standing or walking for extended periods when assisting with shipping, receiving, or inventory tasks.
- Ability to frequently use hands to handle, feel, reach, lift, sort, scan, pack, and move materials.
- Ability to stoop, kneel, crouch, or reach as needed for receiving and inventory organization.
- Ability to lift and/or move up to 50 pounds.
Success Measures
- Upcoming PM renewals are visible and worked before they become overdue.
- PM renewal quotes are sent on time and followed up consistently.
- Customer approvals and purchase orders are tracked clearly.
- Approved PM work is handed off cleanly for scheduling.
- Routine service revenue and renewal capture rate improve.
- Repair recommendations from PMs are converted into quotes and tracked.
- Service Manager has clear visibility into due, quoted, approved, overdue, and unscheduled renewal work.
- Shipping, receiving, and inventory records are accurate and maintained without taking priority away from renewal responsibilities.
Pay: $25.00 - $30.00 per hour
Benefits:
- 401(k)
- Health insurance
- Paid time off
Work Location: In person
