What are the responsibilities and job description for the National Accounts Work Order & Vendor Scheduling Specialist position at Holland Roofing Services?
National Accounts Work Order & Vendor Scheduling Specialist Why this role exists
Are you the person who keeps moving parts synchronized—no matter how busy the day gets?
- Where you'll work: National Accounts Office in McHenry, IL
- When you'll work: Monday–Friday, 8:00am–5:00pm, plus occasional after-hours coverage as needed
- Reporting line: Resource Manager and Director of Sales & National Accounts
- Role type: Full-time
Our team relies on precise coordination to deliver timely service across a national footprint. You will connect subcontractors with service requests, ensure transparent communication with Service and Sales, and safeguard the documentation that enables prompt billing.
What you'll do- Create and dispatch work orders to approved subcontractors for incoming service needs.
- Confirm availability, assign work, and lock in ETAs; share ETAs, delays, and completions with the Service team or Account Manager.
- Track every active work order to completion and keep the Company 121 Dispatch Board current in real time.
- Check providers in/out via customer or third-party IVR systems.
- Clarify scope, site requirements, and documentation expectations with subcontractors.
- Collect invoices, service reports, photos, receipts, and all supporting documents; forward to the designated administrative employee; follow up on any missing items.
- Source potential subcontractors in assigned markets; dedicate ~1 hour daily and surge for urgent coverage needs.
- Help reach the target of onboarding at least three new subcontractors per month by gathering capabilities, coverage areas, availability, rates, and contacts and submitting them to the Resource Network Manager.
- Jump on urgent issues (e.g., active leaks) and escalate coverage gaps, missed ETAs, excessive pricing, scope changes, repeat visits, customer complaints, or performance concerns.
- Adhere to procedures for assignments, communication, documentation, and after-hours support; participate in team meetings, training, and performance reviews led by the Resource Network Manager.
- Provide occasional after-hours coordination based on the team coverage schedule; perform other related coordination duties as assigned.
- Real-time, accurate dispatch data that the whole team can trust.
- On-time ETAs and clear communication to internal and external stakeholders.
- Complete, accurate documentation delivered swiftly for billing.
- A growing, reliable subcontractor network in historically underserved markets.
- Experience valued in service coordination, dispatching, construction, vendor management, or facilities maintenance.
- Exceptional written and verbal communication; strong organization, follow-through, and time management.
- Ability to manage shifting priorities while tracking multiple live work orders.
- Confident, professional phone presence with subcontractors, internal teams, and customers.
- Meticulous attention to detail and real-time record accuracy.
- Fluency with spreadsheets, email, dispatching tools, and web-based service platforms.
- Aptitude for learning specialized service-management systems and client IVR platforms.
- Availability for occasional after-hours support as scheduled.
- Creative persistence in locating vendors for low-coverage markets.
- Composure and proactive action under time pressure.
- Self-motivated with strong cross-functional collaboration.
- Reliability and ownership from initiation through completion.
- Strength in setting expectations and consistent follow-through with subcontractors.
- Familiarity with onboarding requirements, including insurance and general compliance standards.
- Customer Service
- Facilities Maintenance Experience
- Vendor & Supplier Management
- Dispatching
- Service Coordination
- Company 121 Dispatch Board
If precision, pace, and ownership describe your work style, you'll feel right at home in this seat.
Salary : $50,000