Client Coordinator - HVAC Services

Job Summary:

The Client Coordinator is a vital member of the team at RMS, ensuring seamless work order coordination and communication, driving efficiency and profitability. They manage emails, calls, work orders, and vendor relationships with accuracy and timeliness. They also assist with accounting issues, support team training, and be part of the on-call rotation. This role requires organizational skills and attention to client satisfaction.

Client Coordinator are evaluated by levels (1,2 & 3) – Levels are managed by work order status. This is assigned by the Director of Operations.

Supervisory Responsibilities:

None

Duties/Responsibilities:

The essential functions include, but are not limited to, the following:

• Efficiently manages the Individual Follow-Up Queue to ensure task completion.
• Demonstrates a solid understanding of HVAC and refrigeration systems to provide informed support and issue identification.
• Facilitates effective communication among vendors, clients, and managers to ensure work order alignment and timely completion.
• Secures cost-effective rates for labor and materials, in line with profit percentage targets set by the manager.
• Identifies and rectifies errors in quotes promptly.
• Efficiently dispatches work orders, leveraging historical data to schedule vendor and client appointments.
• Participates in the on-call rotations (mandatory after three months) to ensure operational smoothness and responsiveness.
• Provides clients with timely updates on work orders.
• Handles inbound and outbound calls proficiently, including answering group calls and directing inquiries.
• Reviews and approves vendor Not to Exceed Rates (NTEs) for accuracy and compliance.
• Maintains regular contact with vendors, actively seeking updates, quotes, invoices, checklists, and assets.
• Offers support to other Dispatch/Coordinators and Supervisors as necessary, fostering a collaborative team environment.
• Proactively or reactively sources new vendors to meet client needs and build a reliable provider network.
• Maintains an organized email system, ensuring prompt responses (within 24 hours) and clear communication.
• Actively engages in in-office and off-site training sessions, team meetings, and company events to stay informed, acquire new skills, and contribute to a culture of continuous learning.
• Regularly completes quarterly and annual self-evaluations, identifying areas for improvement and setting growth goals.

Required Skills/Abilities:

• Excellent written and verbal communication skills.
• Ability to build and maintain positive relationships.
• Active listening and clear communication.

Education and Experience:

• High school diploma or GED equivalent.
• At least two years of related experience is required.
• Previous experience in a customer service or client-facing role preferred.

Physical Demands:

• Continual periods of sitting at a desk and computer.
• Frequently reaching for files and documents, bending to file papers, and twisting to answer phone calls.
• Extensive use of hands and fingers for typing, writing, and using a computer mouse.
• Occasionally lifting and carrying moderate weight (up to 25 pounds) of files, binders, and office equipment.
• Extensive use of close vision, distance vision, and the ability to adjust focus.

Work Environment:

• Working in an office environment with standard lighting and temperature control.
• Some background noise from colleagues, phones, and printers, but generally quiet working conditions.
• Prolonged use of computers and other electronic devices.

Benefits:

• Exceptional Work Culture: Be part of a team that values innovation, collaboration, and a positive environment where your ideas matter.
• Work-Life Harmony: Enjoy flexible schedules that let you thrive both at work and in your personal life.
• Comprehensive Medical Coverage: Benefit from top-tier medical plans that keep you and your family secure.
• Dental and Vision Benefits: We've got your smile and sight covered with excellent dental and vision insurance plans.
• Generous Paid Time Off (PTO): Rest, travel, or pursue your passions with our ample PTO policy.
• Paid Holidays: In addition to our PTO plan, employees receive seven paid holidays.
• Robust 401k with Company Match: Plan for your future with our competitive 401k plan, featuring a generous company match.
• Life Insurance for Peace of Mind: Feel secure knowing you and your loved ones are protected with our life insurance policies after one year of employment.
• Flexible Spending Accounts (FSA): Manage your healthcare expenses with ease using our FSA options.

Equal Opportunity Employer: Professional Retail Services is an equal opportunity employer and values diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Drug-Free Workplace: Professional Retail Services is committed to maintaining a drug-free workplace. All employees are required to comply with our drug-free workplace policy.

Background Check Notice: We may conduct background checks on potential hires.

At-Will Employment: Employment with Professional Retail Services is at-will, meaning that either you or the company can terminate the employment relationship at any time with or without notice.

ADA Statement: Professional Retail Services is an ADA compliant employer and provides reasonable accommodations to qualified individuals with disabilities who request them. Please contact our HR department at HR@profretail.com to request an accommodation.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $20 - $22