Service Coordinator

thetotalgroupofcompanies; Edmonton; On-site; CAD 45,000 - 65,000; Full time

Job summary

Total Group of Companies is seeking a full-time Service Coordinator to join our Edmonton, Alberta team. The role supports daily service coordination, including scheduling and dispatching technicians, preparing work orders, communicating with customers, and assisting with invoicing and procurement of equipment.

The ideal candidate has 2–3 years of office administration or dispatch experience, proficiency with Xero and Microsoft Office, and the ability to work on-site in Edmonton.

Qualifications

• Post-secondary certificate, diploma, or equivalent experience preferred.
• Two to three years of office administration, service coordination, dispatch, or related experience preferred.
• Experience coordinating technicians, service calls, work orders, or field operations is essential.
• Experience using Xero or similar accounting and invoicing software.
• Strong proficiency in Microsoft Outlook, Word, Excel, Teams, SharePoint, and PowerPoint.
• Strong data-entry, recordkeeping, and document-management skills.
• Strong written and verbal communication skills.
• Ability to work full-time on-site at the Edmonton, Alberta location.
• Valid driver's licence and reliable transportation.

Responsibilities

• Answer and direct phone calls
• Manage general email and internal and external correspondence
• Schedule and dispatch technicians for service calls, inspections, repairs, and project work
• Coordinate job locations, customer contacts, technician availability, and service requirements
• Ensure technicians receive the information, equipment, materials, and documentation required for each job
• Monitor active jobs and communicate scheduling changes or service updates
• Review completed work orders and supporting documentation for accuracy
• Use Xero to create and send customer invoices
• Perform invoice verification and assist with general administrative processing and follow-up
• Order fire protection equipment, replacement parts, tools, PPE, office supplies, and operational materials
• Communicate with vendors regarding pricing, availability, lead times, and deliveries
• Coordinate shipping, receiving, courier packages, deliveries, returns, and incoming equipment
• Track equipment and maintain organization of shared office and work areas
• Perform data entry and maintain accurate physical and digital records, tracking systems, and filing
• Track outstanding work, upcoming inspections, recurring service requirements, and branch priorities
• Provide general company, divisional, and branch operations support
• Participate in occasional after-hours or on-call coverage as required

Skills

Office administration

Dispatch coordination

Scheduling

Xero

Microsoft Office

Customer communication

Data entry

Education

Post-secondary certificate or diploma

Tools

Xero

Microsoft Outlook

Excel

Teams

SharePoint

Job description

Total Group of Companies is an industrial service company specializing in fire, rescue, medical, HSE, and training services.

As Total continues to grow, we are actively seeking a full-time Service Coordinator to join our Edmonton, Alberta team. This position supports the daily coordination of service work, including scheduling and dispatching technicians, preparing work orders, communicating with customers, supporting invoicing, ordering equipment and supplies, and assisting with general branch administration.

The ideal candidate will have previous experience in the fire protection industry or applicable experience within an industrial, construction, mechanical, safety, or field-service environment.

Under the direct supervision of Management, daily tasks and activities include but are not limited to:

• Answer and direct phone calls

• Manage general email and internal and external correspondence

• Schedule and dispatch technicians for service calls, inspections, repairs, and project work

• Coordinate job locations, customer contacts, technician availability, and service requirements

• Ensure technicians receive the information, equipment, materials, and documentation required for each job

• Monitor active jobs and communicate scheduling changes or service updates

• Review completed work orders and supporting documentation for accuracy

• Use Xero to create and send customer invoices

• Perform invoice verification and assist with general administrative processing and follow-up

• Order fire protection equipment, replacement parts, tools, PPE, office supplies, and operational materials

• Communicate with vendors regarding pricing, availability, lead times, and deliveries

• Coordinate shipping, receiving, courier packages, deliveries, returns, and incoming equipment

• Track equipment and maintain organization of shared office and work areas

• Perform data entry and maintain accurate physical and digital records, tracking systems, and filing

• Track outstanding work, upcoming inspections, recurring service requirements, and branch priorities

• Provide general company, divisional, and branch operations support

• Participate in occasional after-hours or on-call coverage as required

The ideal candidate will possess the following traits:

• Strong attention to detail and organizational skills

• Ability to manage multiple tasks and priorities in a fast-paced environment

• Ability to work independently and as part of a team

• Positive attitude and willingness to learn

• Flexibility and adaptability to changing priorities

• Safety-first mindset

• Dependable and solutions-oriented

• Professional when communicating with customers, technicians, vendors, and coworkers

The ideal candidate will meet the following criteria:

• Education: Post-secondary certificate, diploma, or equivalent experience preferred

• Experience: Two to three years of office administration, service coordination, dispatch, or related experience preferred

• Previous experience coordinating technicians, service calls, work orders, or field operations is essential

• Experience using Xero or similar accounting and invoicing software

• Strong proficiency in Microsoft Outlook, Word, Excel, Teams, SharePoint, and PowerPoint

• Strong data-entry, recordkeeping, and document-management skills

• Strong written and verbal communication skills

• Ability to work full-time on-site at the Edmonton, Alberta location

• Valid driver's licence and reliable transportation

Applicants with the following experience will be given priority consideration:

• Previous experience in the fire protection industry or a related industrial, construction, mechanical, safety, or field-service environment

• Knowledge of fire extinguishers, fire alarm systems, fire suppression systems, sprinkler systems, or related equipment

• Experience ordering fire protection or industrial equipment and supplies

• Experience coordinating service work from the initial customer request through completion and invoicing