We are seeking a skilled and organized Service Department Coordinator to join our team. The Service Department Coordinator will be responsible for assisting in the day-to-day operations of our service department, including scheduling service calls, helping coordinating technicians, and ensuring timely completion of projects. The ideal candidate will have excellent communication skills, strong attention to detail, very organized and the ability to multitask effectively. Software knowledge in Data Forma, Excel, Word and Sage 300 with Service Management module is a huge plus in our hiring process. Bilingual would be a big plus as half of our service employees speak Spanish.

Responsibilities:

• Schedule Service Calls: Coordinate with clients to schedule service calls for repairs, maintenance, and inspections.
• Dispatch Technicians: Assign service requests to appropriate technicians based on expertise, availability, and location.
• Manage Work Orders: Create and manage work orders for service calls, ensuring all necessary information is documented and communicated to technicians.
• Track Progress: Monitor the progress of service calls and ensure timely completion of projects.
• Notice to Owners: Send notice to owners and COI’s.
• Communicate with Clients: Provide updates to clients regarding the status of their service requests and address any questions or concerns they may have. Call Customers for approvals on NTE.
• Coordinate Materials: Work closely with the procurement team to ensure necessary materials and equipment are available for service calls.
• Documentation: Maintain accurate records of service calls, including work performed, materials used, and any additional notes. Complete Warranty Paperwork and file all service invoices.
• Invoice Work Orders: Timely billing of all work orders
• Collections: Make Collection calls on outstanding unpaid invoices
• Time sheets- Review all daily time sheets and accuracy.
• Develop and maintain a culture of transparency, collaboration, feedback, and excellence, ensuring a positive and productive work environment.
• Assist team with various tasks as needed.
• Conduct all business in accordance with the established policies and procedures.
• Support and abide by the values of the company.
• Other duties assigned.