Service Coordinator

Schedule: Full-time, Monday–Friday, 8:00 a.m. to 5:00 p.m.

Role Overview:
Serve as the central point of contact for our service team, keeping field work running smoothly, on time, and on budget. You'll track the specific requirements of every job, manage the full parts lifecycle from purchasing and receiving through shipping, staging, and warranty returns, and help the division stay productive and profitable.

Reports To: Area Service Manager

What We're Looking For:

1. Stays calm and focused in a fast-paced environment
2. Strong communicator, both by phone and in writing
3. Highly organized and detail-oriented
4. Works independently with minimal supervision
5. Comfortable juggling several priorities at once
6. Proficient with computers and business software
7. Familiar with the local service territory, or able to navigate using maps
8. Personable, polished, and driven to grow
9. Confident talking with customers about their equipment

Key Responsibilities:

1. Give the Area Service Manager a look-ahead of the schedule two to three days out
2. Field incoming phone calls and direct them to the right team member
3. Log new service requests in BuildOps and notify the appropriate staff
4. Book service appointments and keep the dispatch board current
5. Provide purchase order numbers to technicians by phone or text
6. Help the Area Service Manager arrange emergency service calls
7. Manage day-to-day dispatch tasks
8. Confirm parts arrive on site before repairs are scheduled to begin
9. Check in incoming parts and move them promptly to the parts room
10. Keep the parts room orderly and clearly labeled so jobs are ready to go on schedule
11. Keep preventive maintenance visits on track
12. Store and organize all contract records on the server, including log sheets, oil and refrigerant analysis, vibration reports, AWA, and eddy current testing
13. Complete documentation for manufacturer warranty claims
14. Coordinate shipping of warranty parts back to manufacturers
15. Record and verify technician hours each morning
16. Track open/incomplete work orders and take part in incomplete review meetings
17. Create correspondence and spreadsheets as needed
18. Keep both digital and paper files up to date
19. Update the service database with the status of each ticket (complete or incomplete)
20. Assign purchase orders to the correct job in BuildOps
21. Take on additional tasks as needed

How Success Is Measured:

1. A forward-looking schedule is always ready
2. Contract work does not fall behind schedule
3. The parts room stays well organized
4. Contract records are complete and filed correctly
5. Warranty parts are processed and returned promptly