Fuels System Coordinator (12 Month Contract)

Total Power Limited; Mississauga; On-site; CAD 60,000 - 80,000; Full time

Job summary

Total Power Limited in Mississauga, Canada seeks a Fuels System Coordinator to orchestrate scheduling, invoicing and customer service with precision. You will coordinate field activities, maintain CRM data, and assist project management to ensure timely, accurate work orders and billing.

The role requires solid dispatching experience, strong MS Office skills, clear communication, and the ability to work cross-functionally with technicians, sales, and operations to keep customers satisfied.

Qualifications

• Dispatching experience in a similar industry.
• Strong MS Office skills and computer literacy.
• Excellent time management and organization.
• Clear verbal and written communication.

Responsibilities

• Coordinate scheduling of projects and repairs to meet client needs.
• Open and track vendor/time invoices and project documentation.
• Update CRM and project records; create service appointments and dispatch technicians.
• Process invoices and handle credits; monitor invoicing accuracy.
• Prepare weekly invoiced amounts and approvals; support month-end reporting.
• Support health, safety, and documentation requirements for projects.
• Coordinate warranty work and liaise with Warranty Coordinator.

Skills

Dispatching experience

MS Office proficiency

Communication skills

Customer service

Tools

CRM software

GP system

Job description

Summary

The Fuels System Coordinator is a professional who excels in the coordination of activities to deliver excellent customer service. These activities include scheduling, excellent communication (with customers, technicians, and other internal staff), a sense of urgency, a high degree of organization to administer and maintain control of work in progress, project management support, and invoicing on a timely and accurate basis.

Summary

The Fuels System Coordinator is a professional who excels in the coordination of activities to deliver excellent customer service. These activities include scheduling, excellent communication (with customers, technicians, and other internal staff), a sense of urgency, a high degree of organization to administer and maintain control of work in progress, project management support, and invoicing on a timely and accurate basis.

The Ideal Fit (Core Competency)

• Customer service skills -assist the Company in developing stronger relationships with our customers and suppliers. Provide our customers with exceptional service, ensuring they have the best experience possible.
• Communication-clearly communicate all relevant information to our customers and technicians. Set and manage expectations to avoid future conflicts. Efforts shall be made to ensure all scheduled appointments are kept and honored; however, should circumstances beyond our control arise, contact the customer prior to the scheduled appointment and advise them of the change.
• Flexibility-Always be flexible to meet the needs of the business; at times rescheduling non-critical work may be required.
• Attention to detail-ensure all Company documents are accurate, professional, spell checked, and aesthetically pleasing for all our customers and suppliers.
• Teamwork— communicate and coordinate with others in the department to solve problems and avoid disputes, always putting the customer (external and internal) first. Work harmoniously with other departments in the Company towards our common goal to be the best in our industry.
• Innovation— our goal is to provide the best customer service in the industry. Work with the manager to establish policies, practices, and systems to achieve this strategic objective.
• Pride in work - present a professional image to our customers and suppliers while maintaining the highest ethical standard of conduct.
• Conflict resolution - take a proactive approach in resolving customer complaints and disputes with 100% customer retention as a continued goal.
• Adhere to all health and safety rules and recommendations, never making compromises in a situation that is potentially unsafe.

What You’ll Do — The Role (Responsibilities)

• Ensure all customer interactions (both internally and externally) are performed to the expectations of WOW customer service, including facilitating our commitment to be on time, conveying what to expect, ensuring the technician arrives prepared, and developing a strong relationship and understanding of the various sites and site personnel.
• Maintain open communication with project managers and sales staff to maximize awareness of field operations and requirements.
• Support the day-to-day business operational needs: Work closely with project and sales team to schedule project and repair repair activities, receiving of vendor and supplier invoices, opening of projects in GP, updating and maintaining CRM, create service appointments and dispatching of technicians.
• Facilitate payment means, pre-approvals, purchase orders, and initiate opening of new accounts.
• Support project managers with the preparation of project documentation: Health & Safety paperwork, TSSA permits, Notice of Projects, and closeout documents.
• Build and maintain the department schedule with guidance from management and team. Ensure all activities, one-time or recurring, are scheduled appropriately with the allocated resources.
• Invoicing - ensure work orders are opened and closed on a timely basis to properly support technicians in the field and increase productivity. Verify the accuracy of all work orders prior to invoicing i.e. technician hours, labour rates, and parts used must be accounted for and billed correctly prior submitting the invoice. All completed work orders must be invoiced within 72hours of the work performed
• Monitor Smart Lists to determine available calls that can be invoiced.
• Create Customer invoices for contractual Field Service work performed. Ensure accuracy in amounts compared to contract.
• Process invoices and forward them to our customers by mail or email, adjusting invoices as needed with required credits.
• Monitor return invoice inbox for customer correspondence and rejected invoices.
• Follow-up with the branches, technicians for completion of documentation.
• Verify that all supporting documentation is attached to each invoice.
• Ensure metrics set in place with monthly goals are achieved.
• Attend quarterly meetings and be ready to share ideas revolving around invoicing.
• Coordinating warranty work— ensure work-orders are opened and coded as warranty when applicable and the status of the call is communicated to the Warranty Coordinator. Ensure technicians are aware of the time allowed to complete the warranty repair and that necessary approval is received from the manufacturer prior to completing the work.
• Verifying technician timecards - submit technician time cards to the department manager daily by 10am. Prior to submission, verify that time sheet numbers align with invoicing. Notify the manager of any discrepancies.
• Documentation - as work orders are completed, ensure that any noteworthy information relayed by the technician e.g. parts required, cable lengths, number of techs required for execution, or any other special requirements are documented accurately for future reference. Ensure all related Company documents are accurate, professional, spell checked, and aesthetically pleasing for all our customers, and suppliers.
• Update financial spreadsheets and input new data daily.
• Prepare weekly amounts invoiced & new approvals.
• Prepare material for the Finance team each month at month end i.e., amounts invoiced, backlog of jobs and review jobs to be closed each month.
• In the case of a power outage or declared State of Emergency by any level of Government, be available for work.
• Other tasks and responsibilities as may be required from time to time consistent with the growth and development of Total Power and the position of CSS.

What You Need (Requirement)

• Minimum 1 -2 years' dispatching experience in a similar industry.
• Demonstrated ability to troubleshoot basic questions of a technical nature.
• Excellent working knowledge of Microsoft Office, and strong computer skills / aptitude.
• Time management, accountability, and dependability.
• Excellent communication; verbal and written.
• Excellent problem soIving, negotiation, and decision-making skills.
• Excellent organizational skills with strong multi-tasting capabilities.

Working Conditions

• Manual dexterity is required to use desktop computers and peripherals.
• Overtime as required.