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Service Scheduling Coordinator

2 months ago

Broadview, United States Air Comfort Full time
Job DescriptionJob Description

ABOUT THE COMPANY

Air Comfort LLC is a top-tier Mechanical Service Contractor that has been in business since 1935. We primarily service commercial, industrial, healthcare, and institutional facilities. We consider our employees to be the foundation of our organization and value them accordingly. Air Comfort strives to provide a healthy work environment and provide our employees with long-term careers.

GENERAL RESPONSIBILITIES

  • Professional and prompt customer service in a high volume fast paced environment
  • Phone and email communication to field, office, support staff and customers.
  • Work order management including assessment of agreement hours, quoted project oversight and ability to process through to billing in a timely manner.
  • Responding quickly within the service and customer environment
  • Job/Visit scheduling coordination
  • Technician and apprentice scheduling
  • Job status reporting to designated sales team
  • Sales quote processing
  • Daily interface with field technicians.

ADDITIONAL RESPONSIBILITIES

  • Administrative support for Air Comfort Sales Engineers
    • Working with the team to communicate and coordinate projects and associated documentation in an efficient and timely manner to assist in project mobilization, crew/technician selection, efficient scheduling, and project close out.
    • Providing the sales engineers consistent updates when project changes occur in regard to scheduling.
    • Open work orders for service calls and quotes.
    • Provide secondary support to issue Purchase Orders.
  • Preventive Maintenance Work Order Follow-up
    • Review completed pm work orders for billable parts and parking.
    • PM's that have non billable materials can be closed. If billable parts are on a PM work order give to billing for processing. If a PM goes over hours, determine if some of the labor should be billable repairs. Notify Scheduling Department Manager.
  • Dispatch to provide 24/7/365 consistency in dispatch service to customers, technicians, and Air Comfort sales engineers.
    • Manage efficient workflow while balancing and selecting the proper technician assignment with the proper skillset.
    • Back up dispatch night service in rotation.
    • Establish a knowledge of our technician's skillset to ensure efficient service call management.
    • Work along with team leaders and fellow scheduling coordinators for assistance in assignment and knowledge development.
    • Track quoted jobs and parts ordered/delivered.
    • Successfully and accurately execute payroll for technicians.
    • Manage the technician's weekly time and submit to payroll.
  • Miscellaneous
    • Occasional Backup for Main Switchboard.
    • Back up processing of Oil Analysis reporting to the customer.
    • Assist Billing Coordinator with invoicing questions.
    • Develop a familiarity with preventive maintenance customers/accounts.
    • Access and enter information into various customer portals.
    • Any special projects requested by Director of Service, Customer service manager and/or Scheduling Department Manager

MINIMUM QUALIFICATIONS

  • 3-5 years scheduling and coordination experience in a union trade environment. Electricians, HVAC, Plumbing Contractor, etc.
  • HVAC and/or Plumbing Coordinator Experience a plus
  • Operational software experience (service management type of software is a plus)
  • Strong aptitude working within MS Office products (outlook, Word, and Excel)
  • Excellent communication and people skills
  • Works well under pressure, independently and as a team member

ADDITIONAL INFORMATION

  • Reports directly to the Scheduling Manager
  • Hours Monday – Friday 7:00am to 4:00pm
  • Overtime as Required
  • On Call After Hours

Air Comfort does not accept unsolicited resumes from search firm or external recruiters. Fees will not be paid in the event a candidate submitted by a recruiter without an agreement in place is hired; such resumes will be deemed the sole property of Air Comfort.

Air Comfort is an equal opportunity employer and is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or any other protected characteristic under applicable law.