Commercial Service Coordinator

Job Summary
The Service Coordinator is the central point of contact for an assigned portfolio of commercial and industrial customers. They’re the person who keeps work moving from the first service call through the final paid invoice. This full-time role spans customer service, scheduling, and operations, requiring someone who can manage multiple open jobs at once, communicate clearly with both customers and field technicians, and take genuine ownership of their accounts.

On any given day, the Service Coordinator may be scheduling a preventative maintenance visit, sourcing a part for an emergency call, following up on an unpaid invoice, and troubleshooting a billing discrepancy. The role includes scheduling and dispatching technicians, managing quotes and work orders, and coordinating parts procurement. The right person is organized and takes genuine pride in keeping their customers informed and their accounts in good standing.

Duties

Account Management & Customer Service

• Serve as the day-to-day point of contact for an assigned book of commercial and industrial accounts (hospitals, industrial plants, schools, government facilities, and others)
• Build and maintain strong working relationships with customer contacts; proactively check in to ensure satisfaction and address concerns before they escalate
• Respond promptly to incoming service requests and coordinate the appropriate response
• Understand each customer’s preferences, billing requirements, and communication style
• Escalate complex customer issues or situations that require management involvement

Scheduling, Dispatch, and Operations

• Schedule service calls and assign the right technician based on the nature of the job, technician skill set, and customer location
• Manage preventative maintenance schedules for assigned accounts, coordinating with inspectors and customers in advance
• Coordinate with the other Service Coordinators to maintain and communicate the on-call and weekend work schedule for Technicians and Service Coordinators
• Monitor active jobs in ServiceTrade; follow up with technicians on job status, paperwork completion, and any parts needed
• Track parts orders and coordinate delivery timing to minimize delays and maximize cost-effectiveness on time-sensitive jobs

Quoting & Job Management

• Create and send quotes for service work, including time-and-material and contract jobs
• Convert approved quotes to jobs in ServiceTrade; manage job records through completion
• Source parts by identifying the appropriate vendor, contacting them for pricing and availability, and obtaining quotes
• Order parts required for scheduled and emergency jobs and coordinate with the inventory team as needed
• Coordinate with field technicians to ensure job notes and documentation are uploaded and complete

Invoicing & Accounts Receivable

• Invoice completed jobs accurately and in a timely manner
• Follow up on past-due invoices in a professional and persistent manner
• Resolve billing discrepancies with customers and involve leadership when needed
• Track open invoices and communicate aging status to leadership as requested

Skills

• Prior experience working directly with customers in a service, administrative, or account management role
• Strong organizational skills and the ability to manage multiple open jobs or accounts simultaneously without losing track of details
• Clear, professional written and verbal communication. You’re often the voice of Banks Boiler to the customer.
• Comfortable working in a fast-paced environment where priorities can shift quickly
• Reliable, accountable, and willing to go the extra mile when a customer needs you
• Proficiency with Microsoft Office and comfort learning new software
• Willing and able to learn industry-specific terminology and processes on the job. No boiler or HVAC background required, but intellectual curiosity and a desire to understand the work matters.

Pay: $40,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Paid training
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $40,000 - $60,000