Service & Parts Coordinator - Machinery Tools - Japanese Trading company

Position Summary: The Service & Parts Coordinator supports SB Machine Tools' service and parts operations by coordinating customer service requests, service vendors, parts inventory and shipments, documentation, and service-related invoicing. The position will initially focus significantly on the Panda Restaurant Group service program while supporting SBMT's broader food machinery and machine tool operations as needed.

Key Responsibilities: Coordinate service requests from receipt through completion, including customer/vendor communication, scheduling, status follow-up, and collection of service reports and invoices. Monitor and process ServiceChannel work orders, proposals, GP invoices, NTE adjustments/approvals, and required completion documentation. Maintain Panda parts inventory; support physical counts and reconciliation; track returned/unreturned warranty parts; prepare and ship service and refurbishment parts. Review GP Sheets and related service records for completeness and accuracy; maintain supporting service, inventory, receiving, and billing documentation. Support service-related invoicing and payment processing, including review of vendor labor/pricing, Kintone vendor invoices, vendor setup/renewal, and coordination with Accounting. Respond to customer and service-vendor inquiries by phone and email and help bridge communication among customers, vendors, suppliers, Service, Parts, and Accounting.

Future Scope of Responsibilities: As the employee gains experience and familiarity with SBMT operations, responsibilities may gradually expand based on business needs, workload, and demonstrated capabilities. Potential future responsibilities may include: Accounting & Credit Control Support – invoice/payment follow-up, vendor correspondence, D&B reports, credit requests, and Accounting coordination. General Administration – office supplies, licenses, COIs, vendor/building matters, IT coordination, mailing, and other office support. Sales Coordination – invoices, purchase orders and related documents, customer correspondence, payment/shipment follow-up, and sales/trade-show support. Import & Logistics – inland/international freight, forwarder and customs-broker coordination, shipping/delivery documents, ETA monitoring, warehouse coordination, and delivery arrangements. Inventory Management – machine and parts inventory records, periodic reports, warehouse inventory information, and physical inventory support. Food Machinery & Machine Tool Operations – continued Panda-related support and broader administrative, parts, logistics, sales coordination, and service support for SBMT's food machinery and machine tool businesses. These additional responsibilities are not expected to be assumed all at once. Expansion of the role will be gradual and will reflect the employee's experience, capabilities, and SBMT's operational requirements.

Qualifications: Strong organization, follow-up, communication, and attention-to-detail skills; ability to manage multiple open matters through completion. Proficiency with Microsoft Excel, Outlook, and standard office applications; ability to learn ServiceChannel, Kintone, GP, and other internal systems. Basic understanding of invoicing, purchase documentation, inventory control, parts shipping, and customer/vendor coordination. Experience in service coordination, parts, customer service, administration, industrial equipment, food machinery, machine tools, logistics, or field service is preferred.

Performance Expectations: Provide timely service coordination, accurate documentation and inventory records, reliable parts support, and consistent follow-through. The employee is expected to support smooth communication across departments and external partners and to take increasing responsibility as knowledge and capabilities develop.