ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency — we operate as a dedicated extension of our clients’ teams, delivering high-quality service with precision, efficiency, and a personal touch.
We are looking for a Service Operations Coordinator to support one of our U.S.-based clients in coordinating multiple service and projects simultaneously.
This is a highly hands-on coordination role suited to someone who enjoys taking ownership, solving problems, managing multiple priorities and seeing tasks through to completion. You will work closely with contractors, vendors, clients and internal teams to ensure work is scheduled, followed up on and completed efficiently.
The successful candidate will be comfortable working with a high volume of active jobs at different stages, switching between priorities throughout the day and proactively addressing issues before they become delays.
This is not a purely administrative position. We are looking for someone who takes ownership of outcomes, communicates confidently, follows through persistently and can think independently when situations don't go according to plan.
PLEASE NOTE:
- Working Hours: Monday – Friday, 3:00 PM – 12:00 AM South African time, subject to change in accordance with U.S. daylight savings and operational requirements.
- Public Holidays: You will be required to work on South African and U.S. public holidays. South African public holidays will be compensated in accordance with the BCEA.
- Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps upload and download, with the ability to support a wired Ethernet connection, is mandatory. Applicants without a fixed fibre line cannot be considered.
- Power Backup: A reliable power backup solution is required to manage load shedding and power outages. Applicants without a suitable power backup solution cannot be considered.
- Work Environment: This is a fully remote working role.
Key Responsibilities:
- Coordinate a high volume of active service and facility jobs simultaneously, ensuring each job continues progressing through the required stages.
- Take ownership of assigned jobs from initial coordination through to successful completion and close-out.
- Coordinate with contractors, vendors, clients, property representatives and internal teams to keep work moving according to schedule.
- Source and engage suitable contractors and service providers when required.
- Obtain and compare quotations and use sound judgement when selecting suitable service providers.
- Schedule contractors and coordinate access, appointments, inspections and required follow-ups.
- Monitor job progress and proactively identify issues that could cause delays or impact completion.
- Make regular follow-up calls and take persistent action when contractors, vendors or other stakeholders are not responding.
- Maintain accurate job information, documentation, updates and records within the relevant systems.
- Track required compliance documentation and follow up with vendors to ensure outstanding requirements are completed.
- Communicate clearly with stakeholders to understand issues, clarify requirements and establish appropriate next steps.
- Handle unexpected situations by investigating the issue, identifying practical solutions and taking appropriate action rather than waiting for instructions.
- Maintain accurate financial and job-related information, including quotations, invoices and other required documentation.
- Escalate issues appropriately while continuing to take ownership of the outcome.
- Ensure completed work is properly documented and that outstanding tasks are followed through to final close-out.
Requirements:
- 2–3 years' experience in a coordination, operations, service delivery, project coordination or similar role.
- Experience coordinating a high volume of concurrent jobs, projects, work orders or service requests.
- Experience working with contractors, vendors, suppliers or service providers.
- Strong verbal and written English communication skills, with excellent listening and comprehension abilities.
- Comfortable communicating with a wide range of people and confidently asking questions to clarify incomplete or unclear information.
- Strong problem-solving and decision-making abilities, with the confidence to act when situations fall outside standard procedures.
- Excellent organisational and time-management skills, with the ability to prioritise competing deadlines without losing attention to detail.
- Strong follow-through and persistence — you don't give up after one unanswered call or email.
- High attention to detail when managing documentation, compliance requirements, quotations, invoices and job information.
- Comfortable working with multiple systems and learning new processes and software quickly.
- Self-motivated, accountable and able to work independently in a fully remote environment.
- Comfortable working in a high-volume environment where priorities can change throughout the day.
Experience in any of the following areas will be advantageous:
- Facilities management
- Construction or renovation
- Restoration
- Insurance claims
- Logistics or service dispatch
- Vendor or supplier coordination
- Field services
- Property management
- Service-based operations
Ideal Candidate Profile
You are someone who:
- Naturally takes ownership rather than waiting for someone else to solve the problem.
- Can manage numerous moving parts without becoming overwhelmed.
- Is persistent when chasing information, vendors, or outstanding tasks.
- Thinks critically and can find practical solutions when the usual process doesn't work.
- Communicates confidently and professionally with different types of stakeholders.
- Learns new information quickly and applies it accurately.
- Notices the small details that can create bigger problems later.
- Remains calm and organised when priorities change.
- Takes pride in getting work over the finish line.
If you thrive on coordination, problem-solving and keeping things moving — and you're the type of person who won't rest until the job is properly completed — we'd like to hear from you.
If you are not contacted within 14 working days, please consider your application unsuccessful.
