Service Coordinator

Work Hours: Monday through Friday, 8:00am-5:00pm

Primary Job Function: Coordinate the field activities of the service division to help maintain quality, efficiency, profitability, and staying on schedule. Maintain proper documentation for each job's specific requirements. Parts acquisition; including ordering, receiving, shipping, staging, and warranty items.

Reports To: Service Manager

Required Qualifications:

1.Must work well under pressure

2. Must have excellent communication skills

3. Must have excellent organization skills with an attention to detail

4. Must be self sufficient and able to perform job duties

5. Must have ability to multitask

6. Must have advanced computer skills

7. Must have geographical knowledge of service area or map reading skills

8. Outgoing, professional, and ambitious

9. Comfortable discussing equipment with customers

Daily Duties:

1. Provide Area Service Manager with scheduling outlook 2-3 days in advance
2. Answer incoming calls and route to the appropriate person
3. Enter service calls into BuildOps and alert necessary people that there is a new call
4. Schedule service calls and maintain the dispatch board
5. Give purchase orders to technicians via phone and text
6. Assist Area Service Manager in scheduling emergency work
7. Handle dispatch related functions
8. Ensure parts are onsite in advance of scheduled repairs
9. Receive parts and immediately move to parts area
10. Maintain parts area to ensure organization, easy part identification, and ability to perform jobs when scheduled
11. Keep planned maintenance on schedule
12. Maintain all contract documentation on server (log sheets, oil analysis, vibration, awa, eddy current, and refrigerant analysis)
13. Prepare paperwork for all manufacturer warranty requests
14. Facilitate return of warranty parts
15. Take technician time and document properly every morning
16. Maintain Incomplete Reports and participate in Incomplete Meetings
17. Prepare letters and spreadsheets as requested
18. Maintain filing in shared computer files and hard copies
19. Update service database from each ticket (complete, incomplete)
20. Enter Purchase Orders in BuildOps to appropriate job
21. Other duties as assigned

Performance Indicators: Certain key business indicators will measure the effectiveness of the Inside Sales Coordinator. These include the following:

1. Advance schedule available at all times
2. Contract backlog past schedule
3. Parts organization
4. Contract documentation being complete and in proper place
5. Timeliness of warranty part processing and returns