Experienced Customer Service & Repair Operations Coordinator – Logistics, Warranty & Technical Support Specialist

Join arenaflex – Where Customer Excellence Meets Operational Precision

At arenaflex, we believe that exceptional customer service is the cornerstone of every successful business relationship. As a recognized leader in providing integrated service solutions for complex technical products, arenaflex has built its reputation on a commitment to quality, reliability, and customer satisfaction. Our operations span multiple locations across the United States, supporting clients in the industrial, manufacturing, and technology sectors with precision-driven repair coordination and post-sale service support.

We are currently seeking a dedicated and detail-oriented Customer Service and Repair Operations Coordinator to join our team in Bartlesville, Oklahoma. This is a unique opportunity for a customer service professional with a background in repair operations, warranty management, and technical coordination to make a tangible impact on our service delivery and customer experience. If you thrive in a dynamic environment where problem-solving, cross-functional collaboration, and operational excellence are valued above all else, arenaflex wants to hear from you.

This is a full-time contract position (six months) offering competitive hourly compensation, comprehensive benefits, and the chance to work alongside some of the most skilled professionals in the repair and service industry. The role may also extend support to our Warminster, PA location, providing additional exposure to multi-site operations.

Position Overview

The Customer Service and Repair Operations Coordinator serves as a critical liaison between customers, repair technicians, manufacturing teams, and logistics personnel. This role is responsible for coordinating the entire lifecycle of customer property returns — from initial request through repair, quality assurance, and final shipment back to the customer. Whether the work involves a paid repair or a warranty claim, the Coordinator ensures every step is executed with precision, transparency, and speed.

This position is ideal for a professional who combines customer-facing communication skills with a strong operational mindset. You will be entrusted with managing repair priorities, processing service orders, and driving continuous improvement initiatives — all while maintaining a relentless focus on customer satisfaction and key performance indicators (KPIs).

Key Responsibilities

• End-to-End Repair Coordination: Manage the complete repair workflow from the moment a customer or channel partner initiates a service request through final delivery of the repaired product. This includes intake, diagnostics coordination, repair scheduling, quality verification, and shipment.
• Customer Property Returns Management: Administer the customer property return process for both paid repairs and warranty services, ensuring all documentation is accurate, complete, and processed in a timely manner.
• Data Entry and Process Execution: Request and enter all required information per established written processes to execute repairs. This includes capturing customer details, equipment specifications, fault descriptions, and service level requirements.
• Repair Priority Management: Collaborate closely with repair technicians to manage repair priority and workflow, ensuring schedule adherence and KPI targets are consistently met.
• Problem Resolution Leadership: Lead problem-solving activities related to capacity constraints, material shortages, customer concerns, and urgent repair turnaround requests. Act as the primary point of escalation for complex service issues.
• Order and Invoice Processing: Complete service orders, sales orders, and service notifications in accordance with company processes. Ensure that all invoices are accurate, properly coded, and delivered to customers promptly.
• KPI Achievement: Support activities that meet or exceed the key performance indicators required to successfully manage the business — including delivery targets, revenue goals, safety standards, quality benchmarks, and operational integrity.
• Reporting and Data Analysis: Run operational reports, review detailed datasets, and analyze trends to identify opportunities for process improvements that lead to enhanced KPI delivery.
• Continuous Improvement Participation: Actively participate in or lead improvement activities, projects, and initiatives designed to meet and exceed service goals. Contribute ideas that enhance efficiency, quality, and customer satisfaction.
• Cross-Functional Support: Provide support to other roles and tasks as requested by management. Demonstrate flexibility and a team-first attitude in addressing evolving business needs.
• Multi-Site Coordination: Support repair operations for the Bartlesville, OK location and potentially the Warminster, PA facility, gaining exposure to multi-site service management.

Essential Qualifications and Experience

• Educational Background: Bachelor's Degree from an accredited institution is required. Candidates without a Bachelor's Degree may be considered if they possess a special combination of education, experience, and/or demonstrated professional accomplishments that are deemed equivalent.
• Professional Experience: A minimum of 2 to 5 years of relevant professional experience in customer service, repair coordination, or a closely related field.
• Repair Order Management: At least 3 years of hands-on experience working with repair orders, including Service Orders, Sales Orders, and Service Notifications.
• Customer Service Expertise: A minimum of 3 years of direct customer service experience, with a proven ability to manage customer relationships, resolve complaints, and deliver high satisfaction outcomes.
• KPI Management: At least 2 years of experience working with and managing against key performance indicators, with a demonstrated ability to drive results.
• Technical Aptitude: Strong comfort level with technology, databases, and enterprise software systems used to process service orders and manage customer data.
• Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally with customers, technicians, and management alike.
• Problem-Solving Ability: Strong analytical and problem-solving skills, with the capacity to identify root causes and develop effective solutions under pressure.
• Organizational Skills: Exceptional organizational and time management abilities, with a track record of managing multiple priorities and deadlines simultaneously.

Preferred Qualifications

• Experience in the manufacturing, industrial equipment, or technical product service industry.
• Familiarity with warranty administration and paid repair billing processes.
• Working knowledge of ERP systems and service management software.
• Demonstrated experience leading continuous improvement projects or process optimization initiatives.
• Six Sigma, Lean, or other operational excellence certifications are a plus.
• Experience coordinating services across multiple geographic locations.

Core Competencies and Skills for Success

To excel in this role at arenaflex, the ideal candidate will demonstrate a balanced blend of technical, operational, and interpersonal competencies:

• Customer-Centric Mindset: A genuine passion for delivering exceptional customer service and building lasting client relationships.
• Operational Discipline: The ability to follow established processes while also identifying opportunities to improve them.
• Cross-Functional Collaboration: Proven success working across departments — including with technicians, manufacturing, logistics, and management — to achieve shared goals.
• Attention to Detail: Meticulous accuracy in data entry, order processing, and documentation.
• Resilience and Adaptability: The ability to remain composed and effective when managing urgent requests, tight deadlines, and shifting priorities.
• Initiative and Ownership: A self-starter mentality with a willingness to take ownership of challenges and drive them to resolution.
• Data-Driven Decision Making: Comfort with reviewing reports and datasets to inform decisions and recommend improvements.

Compensation and Benefits

arenaflex values its team members and offers a comprehensive compensation and benefits package:

• Hourly Pay Rate: $23.00 – $25.00 per hour, commensurate with experience and qualifications.
• Expected Hours: 40 hours per week, with a consistent Monday through Friday, 8-hour day shift schedule.
• Health Insurance: Comprehensive medical coverage to support your health and well-being.
• Dental and Vision Insurance: Full coverage options for preventive and ongoing dental and vision care.
• 401(k) Retirement Plan: Build your financial future with our employer-supported retirement savings program.
• Paid Time Off: Generous paid time off to support work-life balance.
• Flexible Schedule: Opportunities for schedule flexibility to accommodate personal needs when operationally feasible.

Work Environment and Company Culture at arenaflex

At arenaflex, our culture is built on collaboration, accountability, and continuous improvement. We believe that every team member plays a vital role in our shared success, and we foster an environment where initiative is rewarded, professional development is supported, and diverse perspectives are valued. Our team members enjoy working in a supportive, fast-paced setting that encourages innovation and recognizes achievement.

The Bartlesville, OK location offers a welcoming work environment with a strong team-oriented culture. While the role may require on-the-road coordination and occasional support to our Warminster, PA facility, team members benefit from a structured schedule that supports both professional focus and personal balance. arenaflex is committed to maintaining a safe, inclusive, and engaging workplace where employees can grow their careers and contribute meaningfully to the business.

Career Growth and Development Opportunities

Working as a Customer Service and Repair Operations Coordinator at arenaflex provides a solid foundation for career advancement within the service operations, customer experience, and supply chain management fields. Team members gain exposure to:

• Multi-site service coordination and operational management.
• Process improvement methodologies and project leadership.
• Cross-functional business operations spanning manufacturing, logistics, and customer service.
• Data analysis, reporting, and KPI-driven performance management.
• Mentorship from experienced operations leaders and service professionals.

High-performing team members often transition into roles with broader scope, including operations supervisor, service manager, or continuous improvement lead positions within arenaflex.

Application Requirements

To be considered for this position, candidates must:

• Be local to or willing to relocate to the Bartlesville, OK area.
• Be comfortable with a 6-month contract position on W2 employment.
• Meet the experience and educational qualifications outlined above.

How to Apply

If you are a customer-focused professional with a strong background in repair coordination, service operations, and KPI management, arenaflex invites you to apply today. This is your opportunity to join a team that values your expertise, supports your growth, and recognizes your contributions.

Bring your skills, your dedication, and your customer-first mindset to arenaflex, and help us continue to set the standard for service excellence in the industry. We look forward to welcoming you to our team.