Service Department Coordinator
2 months ago
Ellis Fire Suppression is the area's premier resource for fire protection systems, fire alarms and ongoing inspection and maintenance services. Established in 2005, we continue to be a family and customer-oriented company who will go to lengths to keep our customers happy and our projects on time. We are setting a new standard of excellence in fire protection.
As part of the Davis-Ulmer Family of Companies, we believe that investing in and empowering our employees as leaders develops an organization that delivers innovative solutions and services that create superior customer experience. The unique blend of our leaders' abilities and the ownership of their work, combined with our culture and values, creates something that is simply described as the Davis-Ulmer difference.
Due to continued growth, we are excited to add a Coordinator to support our Service Department in Woburn, MA. In this role, you will be responsible for the accurate completion and maintenance of customer accounts, jobs and invoicing.
**JOB RESPONSIBILITIES**:
- Opens new service jobs in the system, or assist salesperson in opening, to ensure correct information has been entered to accurately bill and maintain the job.
- Oversees small projects by visiting job sites of ongoing jobs and ordering necessary material for jobs. Ensures all materials for the job are entered into the system to ensure the correct costing.
- Maintains an accurate database, ensuring that all customer information is correct (Including customer and site set up).
- Reviews and completes certified payroll for each job, when required.
- Accurately prepares and invoices customer per the requirements of the job and the customer to ensure that billing procedures are followed. May possibly include credit and rebills, if necessary.
- Works closely with the customer concerning updates on the job, questions on invoices and/or the receiving of service calls and emergency calls, if needed.
- Works closely with sales/project managers to make sure invoicing is being completed in a timely and accurate manner.
- Enters employee and service technicians weekly time into the payroll system, ensuring accuracy.
- Scans and uploads all necessary documents into each customer folders/files within the electronic document storage system.
- Follow up with customers on outstanding invoices, ensuring that customers have been accurately invoiced and all documentation is present.
- Schedule technicians and coordinate staffing for emergency service calls.
- Take service calls and provide repair pricing for call-in customers.
- Creates and distributes on-call schedule to answering service(s) for the service department (including sprinkler and fire alarm).
- Coordinate with Inspection department to identify field quotes and deficiencies on reports.
- Other related duties as assigned.
**QUALIFICATIONS/REQUIREMENTS**:
- High School Diploma/GED
- Associate’s Degree preferred
- Previous experience in an administrative setting or equivalent combination of education and experience.
- Previous experience in fire protection industry a plus.
- Strong customer service skills.
- Good oral, written and telephone skills.
- Time management, organizational and interpersonal skills
- Moderate to advanced computer skills (Microsoft products, AS400 system)
- Ability to read, analyze, and interpret general business procedures and regulations.
- Ability to define problems, collect data, establish facts and draw valid conclusions.
- Ability to calculate figures and amounts such as taxes, discounts, interest, commissions, etc.
**CERTIFICATES, LICENSES, REGISTRATIONS**:
- Valid driver’s license
**WHY CHOOSE ELLIS FIRE PROTECTION?**
- **Competitive Compensation**: We offer competitive pay rates for experienced professionals, ensuring your skills are recognized and rewarded appropriately.
- **Comprehensive Benefits Package**: Enjoy an industry-leading benefits package that includes medical, dental, vision, and additional perks, ensuring your health and well-being are taken care of.
- **Strength of the Family**: The Davis Ulmer Family of Companies, with over 30 locations across the East Coast and Midwest, epitomizes the strength of a team-first mindset. Embracing a culture of collaboration, we unite to share knowledge, resources, and best practices across our network of branches. This collective approach strengthens us as a cohesive group, amplifying our impact far beyond what any individual business unit could achieve alone.
- **Backed by APi Group**: As part of the APi Group, a publicly traded, multi-billion-dollar corporation headquartered in Minnesota, we provide the financial stability and support needed for success. We benefit from world-class training and leadership development opportunities, backed by a powerhouse in the Fire Life Safety & Security industry.
- **Long-Term Career Relationships**: Many of our employees have been with us for 20+ years We believe in investing in the right people, fostering end
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