HVAC Service Coordinator
Overview
Service Coordinator assists the Service Department. The SC is the person responsible for establishing a professional work environment that includes fostering a positive atmosphere, promoting proactive and effective communication, facilitating problem solving and for minimizing and resolving conflicts. The primary focus of SC is to assist in scheduling and maintain the dispatch board, customer notifications, invoicing, and building relations with contractors/ vendors/customers. In addition, the Service Coordinator will coordinate the field activities and be responsible for invoicing. The position also would include answering the telephone, speaking with the customer to determine whether the call requires immediate attention, or a later appointment. Assist in scheduling all field personnel for seasonal preventive maintenance contracts and service repairs and replacements
This is an in-person role with no remote work. Applicants must be authorized to work in the United States.
Principles Responsibilities
Typical responsibilities include, but are not limited to the following:
- Partner with the Service Manager in the initial planning and scheduling of Service Work Orders through preparation of schedules including major work items
- Procure parts through suppliers for field service work including materials required for preventative maintenance work orders.
- Assist with the development and implementation of marketing materials
- Photocopying and other administrative duties as required by the department
- Schedule & create work orders for preventative maintenance
- Schedule & create work orders for service repairs & replacements
- Dispatch technicians to all service calls
- Review & process work orders and purchase orders
- Review field generated paperwork and prepare for invoicing. Including understanding and summarizing trip notes for the invoice description.
- Timely Invoicing for all services-related billing, work orders, preventive maintenances agreements
- Initiates weekly review of the Service accounts receivable aging report, initiates call out to clients for aging accounts over 30 days that an invoice has been received and addresses potential payment issues in a timely manner, notifies up line managers of any areas of concerns, initiate call for collections for aging accounts over 90 days (about 3 months).
- Reviews and maintains records associated with 3rd party online services. Online services may relate to customer portals for work order generation, or services through which bills are submitted and payments received.
- Creation of new SM Customer and SM Sites within Viewpoint
- Updating contact and site requirements in Viewpoint as needed
- Proposal creation and estimating tasks
- Provide and maintain a safe and clean work environment.
- Other tasks and responsibilities as required to maintain efficient department operations
Compensation and Benefits
- Life insurance and both long and short-term disability insurance offered
- 401K plan with a contribution from Premier and a Profit-sharing Plan
- PTO; Paid vacation, holidays, and sick days
- Monday to Friday work week
- Excellent written and verbal communication skills.
- Ability to exercise judgment and discretion and to set priorities and manage competing demands while working independently.
- Demonstrate a reliable, responsive, and positive work ethic with the highest degree of integrity.
- Extremely detail-oriented with recognition of the importance of clear, concise, consistent documentation.
- Working knowledge of drawing production, standard construction techniques and principles
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