Service Procurement Coordinator

Description

Who We Are:

Modula is the leading US manufacturer of vertical lift modules (VLM) and automated storage and retrieval systems. Modula US has Manufacturing plants in Dayton, OH and Lewiston, ME, and remote locations throughout the US. Our corporate global headquarters is in Italy with many locations around the globe. Modula’s goal is to be an exceptional workplace admired for growing and developing talented employees and leaders, building innovative products through the development of a highly skilled and engaged workforce. 

Modula’s Values: We are culture and value driven; regardless of position and title we are all in all the time. 

• Passion- Proud of our work/Modula, love what you do, positive energy, go the extra mile, engaging
• Pursuit of Excellence- Continuous improvement, committed, attention to detail
• Accountability- Lead by example, follow through, integrity, create trust with team & customers
• Agility- Flexible & adaptable, embrace change, ability to multi-task, sense of urgency
• Teamwork- Proactive & effective communication, respect, humility, curious, openminded, diversity

Basic Functions and Scope of Job:

The Administrative Assistant – Service is responsible for managing the full lifecycle of Purchase Orders (POs) related to Service operations. This role is a key interface between Service, Finance, Vendors, Dealers, and external service providers, ensuring accuracy, financial control, and timely closure of all Service-related POs. The position also supports Accounts Payable (AP), Accounts Receivable (AR), and basic reporting and analytics.

Key Responsibilities and Accountabilities- Primary

Purchase Order Management

• Manage the complete PO lifecycle including creation, revisions, follow-up, closure, and reconciliation.
• Ensure POs are accurate, properly documented, and aligned with approved scope and budgets.
• Maintain high data accuracy within SAP and related systems.

Third-Party and External Partner POs

• Create and manage POs for Vendors, Dealers, subcontractors, and external service providers.
• Follow up on execution status and completion of work.
• Revise POs based on scope or cost changes.
• Own PO closure by confirming completion of goods and/or services and validating financial alignment.

Warranty POs

• Create, revise, and manage Warranty-related POs.
• Ensure warranty activities and costs are properly tracked and documented.
• Support warranty reporting and financial visibility.

Finance Coordination (AR & AP Support)

• Work closely with Finance on AP activities by validating invoices against POs and supporting discrepancy resolution.
• Support AR by ensuring correct service and cost information is provided for customer invoicing.
• Assist with month-end activities related to open POs, accruals, and liabilities.

Reporting & Analytics

• Prepare and maintain reports on open, closed, and aging POs.
• Support visibility on spending, warranty costs, and external service expenses
• Performs other duties as needed/assigned

Please note: this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice. It is expected that this role will perform other duties as assigned.

Requirements

This role is pivotal in supporting customer service efforts. The individual in this position must have integrity, resourcefulness, and professionalism in working with colleagues and clients. Relationship building, client service, and the ability to follow up in a timely manner are critical for success. The ideal candidate will have relative experience, excellent communication.

• Minimum 2 years of experience in administrative, purchasing, or financial support roles.
• Experience with SAP or similar ERP systems preferred.
• Strong Excel and organizational skills with high attention to detail.
• Ability to manage multiple priorities and work cross-functionally.
• Professional communication and follow-up skills.
• High school diploma required
• Adaptable to changes in the work environment, managing competing demands, dealing with frequent change, delays or unexpected events.

Modula Inc. is an EEO (Equal Employment Opportunity) Employer. Our search and selection process are based on identifying qualified candidates who are highly motivated to grow with our company.  Employment decisions are based on the principles of equal employment opportunity. Recruitment, testing/assessment, selection, and promotion will be administered without regard to race, color, sexual orientation, physical or mental disability, religion, age, ancestry or national origin, whistleblower activity, previous assertion of a claim or right under worker’s compensation, marital status, genetic information, or any other characteristic protected by federal, state, or local law.

Disclaimer: Where a specific pay range is noted, it is a good faith estimate at the time of this posting.  The actual salary offered will be based on experience, skills, qualifications, market / business considerations, and geographic location.