Service Coordinator

Position Summary:

The Service Coordinator prepares reports, optimizes workflows, and utilizes experience and sound judgment to plan and achieve departmental goals. This position requires strong organizational skills, problem-solving abilities, and a degree of creativity and flexibility to adapt to dynamic service demands.

Duties and Responsibilities:

Internal Accounting Software:

• Ability to learn, navigate, and utilize construction accounting software and all adjacent applications of the accounting software

Invoicing:

• Creation and management of work order and agreement invoices
• Managing customer direct billing and customer portal submissions
• Issuing customer credits as needed
• Reviewing and reallocating costs between work orders as appropriate
• Managing and maintaining the WIP (Work In Progress) report for the service department to ensure accuracy and timeliness
• Conducting follow-up with customers regarding past-due invoices through collections process in a professional and timely manner
• Work order close-out procedures, including the review and resolution of committed costs

Administrative:

• Requesting, obtaining, and entering customer purchase orders and signed contracts
• Entering and maintaining Preventative Maintenance Agreement records
• Coordinating the setup of new customers, service sites, and vendors
• Generating and distributing reports for internal and external customer use, including asset health reports and refrigerant usage reports
• Entering and managing internal purchase orders, including the review and approval of vendor invoices associated with service purchase orders
• Processing credit card orders and entering associated charges
• Coordinating subcontract setup, documentation, and ongoing management
• Tracking and maintaining department metrics to support service department performance monitoring.
• Phone backup

Preferred Knowledge, Experience & Skills Requirements:

• High school diploma or equivalent required; associate degree in accounting, business administration, or related field preferred
• 2 years of experience in service coordination, billing, or administrative support, preferably within the construction, mechanical, or trades industry
• Experience with construction accounting or ERP software (e.g., Vista, Spectrum, or similar) strongly preferred
• Experience with service dispatch software (e.g., Jobber, Service Trade, Service Titan, or similar) strongly preferred
• Proficiency in Microsoft Office, particularly Excel (sorting, filtering, basic formulas, and report generation)
• Strong organizational skills with the ability to manage multiple priorities and deadlines accurately
• Solid problem-solving abilities and sound judgment in a dynamic, fast-paced service environment
• Excellent written and verbal communication skills, with a professional and customer-focused approach
• High attention to detail and commitment to accuracy and timeliness
• Ability to work independently as well as collaboratively across departments
• Discretion and reliability in handling sensitive customer and financial information

These statements are intended to describe the general nature and level of work performed by teammates assigned to this job classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required.

TWEET/GAROT MECHANICAL, INC. IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person