Service Department Manager - Commercial Electrical

Service Department Manager - Commercial Electrical

Service Department Manager

Roles & Responsibilities

A Service Department Manager is a key figure for the commercial and industrial work that is not managed by a GC (General Contractor) and is responsible for overseeing the daily operations and ensuring the successful completion of service work (quote based-estimated per a proposal or T&M). Below are the core roles and responsibilities of the Service Department Manager, presented in bullet points for clarity.

Reports to : Operations Manager

Management Duties

Scheduling and Work Coordination :

Develops and manages the overall service work (quoted or T&M) schedule, coordinating with various trades and subcontractors.

Adjusts schedules and timelines based on weather conditions, supply delivery, and other unforeseen delays.

Prioritizes tasks and assigns duties to workers and subcontractors to ensure efficient resource utilization.

Schedules daily work through Service-Dispatch Workorders (WO) in Foundation.

Oversees the sequencing of construction activities to minimize downtime and ensure the logical progression of the project.

Service Work Oversight and Execution :

Directs the day-to-day operational aspects of the crews doing service work.

Ensures that all work is executed in accordance with construction plans, specifications, and contract requirements.

Coordinates with the customer to review and monitor service work progress and alignment with set timelines.

Addresses and resolves any discrepancies or deviations from the work or project plans.

Quality Assurance :

Implements quality control programs to ensure compliance with quality standards.

Regularly inspects jobsite work for quality and adherence to specifications.

Identifies issues of non-compliance and takes corrective actions promptly.

Coordinates with third-party quality control inspectors for required inspections and compliance checks.

Safety and Compliance :

Establishes and enforces job site safety standards and protocols to ensure a safe work environment.

Monitors job site activities to ensure that workers comply with safety regulations and site-specific safety plans.

Conducts safety audits and reviews accident / incident reports to implement corrective measures.

Ensures that all required permits and legal notices are posted on the job site as per local, state, and federal regulations.

Communication and Stakeholder Engagement :

Serves as the primary liaison between the work site and clients.

Holds regular status meetings to keep all parties updated on project progress and issues.

Communicates effectively with subcontractors and suppliers to ensure timely delivery of materials and services.

Documents important events, decisions, and discussions to maintain a comprehensive project record.

Job Closure / Customer Billing :

Reviews completed work orders / service tickets for accuracy. Makes any necessary adjustments (T&M = actual cost, Quoted Jobs = Initial Estimate + any Change Orders / Adders) and closes out in Foundation.

Generates customer billing statement

Reviews closed out jobs against target margins vs. actual margins and reconciles variances

Resource and Material Management :

Manages the procurement and allocation of materials, tools, and equipment necessary for service work or project activities (includes both inventory and non-inventory items).

Ensures the timely ordering and delivery of supplies to avoid any disruptions in the workflow.

Monitors inventory of materials and initiates reordering when necessary (includes warehouse and service vehicles).

Supervises the use of machinery and equipment, scheduling maintenance, and repairs to avoid operational downtime.

Ensures accuracy of materials list on the Service-Dispatch WO.

Problem Solving and Decision Making :

Quickly addresses and resolves field-related issues as they arise to prevent service work or project delays.

Makes strategic decisions in the field when deviations from the plan occur, ensuring the least impact on the project's timeline and budget.

Assesses risks and implements risk mitigation strategies to minimize impact on the project.

Consults with architects, engineers, and other technical workers to ensure the service project conforms to all specifications.

Risk Assessment and Contingency Planning :

Assess potential risks and uncertainties associated with the project, such as labor shortages, or unforeseen site conditions.

Incorporate contingencies to account for unforeseen scheduling or changes in work or project scope.

Develop risk mitigation strategies to minimize the impact of identified risks on project cost and schedule.

Budgeting and Cost Control :

The Service Manager plays a pivotal role in controlling project costs and ensuring profitability in construction projects. Here are five ways they contribute to this crucial aspect of project management :

Work closely with service crews and other departments to ensure that project budgets are adhered to, and cost variations are managed effectively.

Collaborate with finance and accounting departments to control costs.

Oversees the efficient use of labor, materials, and equipment, ensuring that resources are allocated optimally and not wasted to prevent unnecessary expenditures and help keep the project within budget.

Ensure that all machinery and equipment is maintained regularly to minimize downtime and repair costs as well as extend the life of equipment

Oversees the management of change orders, ensuring that any changes in the project scope are necessary, justified, and documented. This control helps to avoid scope creep and ensures that all changes are cost-effective and approved by the necessary stakeholders.

Documentation and Record Keeping :

Prepare weekly service work plans and daily schedules.

Maintain accurate records of all documents and correspondence related to each service job.

Prepare detailed reports and analyses on service work activities, including variance analysis.

Submit Daily Reports.

Daily Photos to Foundation.

Document Conversations

Collaboration and Coordination :

Collaborate with project manager, business coordinator, purchasing, materials management, and other team members to ensure that Service Department objectives align with company objectives.

Communicate effectively with internal stakeholders to provide updates on project status.

Foster a culture of collaboration, teamwork, and knowledge sharing within the estimating department and across the organization.

Perform Service Project kick-off meetings and post-completion reviews

Continuous Improvement :

Stay informed about industry trends, market conditions, and regulatory changes that may impact service projects.

Seek opportunities for professional development and training to enhance estimating skills and knowledge.

Implement process improvements and best practices to streamline the estimating process and improve accuracy and efficiency.

Strive to improve quality, efficiency, and overall execution of the service project.

Estimating Duties

Service Project Analysis :

Develop bidding strategies, including choosing the right projects to bid on based on the company's capabilities and business goals.

Review project documents, including drawings, specifications, and contracts, to understand project requirements and scope.

Analyze blueprints and technical documents to determine the quantity and types of materials, labor, and equipment needed for the project.

Conduct site visits and assessments to gather additional information and assess project conditions.

Assures all aspects of bid are correct and competitive.

Cost Estimation :

Prepare accurate and detailed cost estimates for service quotes, including labor, materials, equipment, and overhead expenses.

Utilize estimating software and databases to calculate material quantities, labor hours, and other cost factors.

Research market prices and obtain quotes from suppliers and subcontractors to determine material and labor costs.

Proposal Preparation :

Develop comprehensive bid proposals in response to invitations to bid (ITB) or requests for proposals (RFPs) from clients.

Compile and organize all relevant information, including cost estimates, project schedules, and technical specifications, into a professional bid package.

Ensure that bids are submitted in accordance with client requirements and deadlines.

Proposal Review and Analysis :

Review and analyze subcontractor and supplier proposals to ensure alignment with service project requirements and budget.

Evaluate subcontractor qualifications, pricing, and past performance to select suitable partners for the project.

As directed by the Owner :

There will be periodic and varied duties requested / assigned in addition to the preceding Roles & Responsibilities

Context : this is a small company which means staff needs to be able to flex to other "hats" to wear in support of meeting the needs of the