Service Coordinator

2 days ago

Wilmington, North Carolina, United States Hoffman & Hoffman Inc Full time
Job Title: Service Coordinator

Job Summary:

The Service Coordinator will provide exceptional customer service and administrative support to the Administrative Services Manager and HVAC service technicians. This role involves scheduling service calls, dispatching technicians, purchasing materials, handling information requests, and performing various clerical functions.

Key Responsibilities:

  • Prepare reports, memos, and other documents using word processing and presentation software.
  • Review and analyze Field Service Reports to ensure accuracy and completeness.
  • Manage and maintain service schedules to ensure timely and efficient delivery of services.
  • Interact with internal and external customers to provide excellent customer service and resolve any issues that may arise.
  • Schedule service calls by gathering information from customers and logging calls in the Viewpoint system. Follow up to determine call status and ensure timely completion.
  • Assist with the subcontractor pre-approval process to ensure compliance with company policies and procedures.
  • Answer phone calls and direct calls to the appropriate parties or take messages.
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and opening, sorting, and distributing incoming correspondence.
  • Make travel arrangements for technicians as needed.
  • Prepare agendas and make arrangements for committee, board, and other meetings.
  • Provide administrative support to service technicians to ensure they have the necessary resources and information to complete their tasks efficiently.
  • Coordinate and direct office services to ensure a smooth and efficient work environment.
  • Provide information and data to support managerial reports, financial statements, strategic planning, and decision-making.
  • Perform basic bookkeeping services, including setting up new customers and vendors, processing time sheets, and other related tasks.
  • Develop the schedule from service requests and other associates' work orders.
  • Assist fellow Service Coordinators with workload when they are out of office.
  • Support the accounting team and serve as a backup for the Accounting Assistant when necessary.

Requirements:

  • Post-secondary degree preferred.
  • 3-5 years of work experience in a related field or in dispatching.
  • Mechanical service/HVAC industry experience preferred.
  • Service management or accounting system experience a plus.

Work Environment:

The work environment at Hoffman Mechanical Solutions is an open office environment in a controlled atmosphere building. Some work may be required for short periods of duration in a non-air-conditioned environment. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate.

This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions.

EOE / Vets / Disabled

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