Service Coordinator

Automatic Building Controls, LLC; Chicago (IL); On-site; USD 55,000 - 85,000; Full time

Job summary

Automatic Building Controls, Inc. / FIX Consulting, LLC seeks a proactive Service Coordinator to manage service scheduling, dispatching, and customer communications for building automation projects.

The role involves coordinating field engineers, managing service orders, and ensuring timely delivery of parts and services across multiple sites. The ideal candidate will have experience in building controls or HVAC, strong organizational and communication skills, and proficiency with Microsoft

Qualifications

• Experience in service coordination or scheduling.
• Experience in building controls, HVAC preferred.
• Proficiency with Microsoft Office.

Responsibilities

• Coordinate and schedule service appointments for maintenance, repairs, and installation of building control systems.
• Assign field engineers to jobs based on skill and availability.
• Monitor and adjust schedules for urgent requests or changes.
• Serve as primary point of contact for customers needing service support and communicate timelines.
• Provide updates on progress, arrivals, and timelines to customers and internal stakeholders.
• Create and manage service orders with scope, location, and customer details.
• Track open service requests and provide status updates.
• Coordinate procurement and inventory for parts and materials.
• Ensure field engineers have tools and equipment for tasks.
• Schedule routine vehicle maintenance and keep records of usage and inventory.
• Identify opportunities for process improvements in service delivery and customer experience.
• Maintain records of service requests, work completed, and costs; generate activity reports.
• Assist in tracking service contracts, warranties, and maintenance schedules.
• Coordinate reporting for union employees and payroll; ensure compliance with CBAs and labor laws; liaise with HR and finance.
• Coordinate purchasing and procurement from approved vendors; negotiate terms and pricing.
• Develop and execute social media strategies to promote building automation services.
• Support onboarding of new employees with training and compliance documentation.

Skills

Service coordination

Scheduling

Administrative support

Tools

Microsoft Office Suite

CRM systems

Job description

Automatic Building Controls, Inc. / FIX Consulting, LLC are building automation contractors and systems integration consultants specializing in enterprise solutions, LEED (sustainability), Commissioning, and service since 1976. We consult and support our customers in the ever-changing world of building automation and controls. We are seeking a proactive and highly organized Service Coordinator with previous experience in service coordination, scheduling, or administrative roles. Ideal candidates will have experience in building controls, HVAC, or related industries. This individual will ensure smooth operations across multiple service tasks, maintain clear communication with clients, and coordinate schedules effectively.

Responsibilities

Service Scheduling and Dispatching:

• Coordinate and schedule service appointments with customers for maintenance, repairs, and installation of building control systems.
• Ensure field engineers are assigned to the appropriate jobs based on their skill set and availability.
• Monitor field engineers’ schedules and adjust as necessary to accommodate urgent requests or changes.

Customer Interaction and Support:

• Act as the primary point of contact for customers requiring service support, addressing inquiries, and resolving issues in a timely manner.
• Provide clear communication regarding service timelines, field engineers arrivals, and progress on service requests.
• Maintain a high level of customer satisfaction through professional and efficient communication.

Service Order Management:

• Create and manage service orders, ensuring all relevant information is captured, including scope of work, location, and customer details.
• Track the progress of open service requests and provide updates to customers and internal stakeholders.

Inventory & Vehicle Management:

• Coordinate the procurement and inventory management of parts and materials required for service jobs.
• Ensure field engineers have the necessary tools and equipment to complete service tasks.
• Monitor vehicle fleets, ensuring that service vehicles are properly maintained, stocked with necessary tools, parts, and materials, and ready for service calls.
• Schedule routine vehicle maintenance, inspections, and repairs to ensure reliability and minimize.
• Maintain accurate records of vehicle usage, inventory levels, and reorder schedules.
• Collaborate with the procurement team to order new stock and replenish supplies based on inventory levels and demand forecasts.

Quality Control and Continuous Improvement:

• Ensure that service work is carried out according to company standards and best practices.
• Identify opportunities for improving service processes and customer experience

Documentation & Reporting:

• Maintain accurate records of service requests, work completed, and associated costs.
• Generate reports on service activity, including field engineer performance, customer feedback, and equipment usage.
• Assist in tracking service contracts, warranties, and preventive maintenance schedules.

Union Reporting & Payroll Management:

• Work closely with field engineers and project managers to ensure smooth coordination between on-site work and back-office operations.
• Assist in troubleshooting service issues and support engineers in the field.

Union Reporting & Payroll Management:

• Coordinate and ensure accurate reporting for union employees, ensuring compliance with collective bargaining agreements (CBA) and labor laws.
• Process weekly payroll for union workers, ensuring accurate tracking of hours worked, overtime, and shift differentials.
• Maintain records of union dues, benefit contributions, and any other union-related deductions.
• Ensure timely submission of union compliance reports and communicate with union representatives as necessary.
• Collaborate with HR and finance teams to ensure correct payroll processing and resolve any discrepancies.
• Manage purchasing of building automation systems, components, and materials from approved vendors.
• Negotiate pricing, terms, and delivery schedules with vendors to ensure cost-effectiveness and timely procurement.
• Research and evaluate potential new suppliers for competitive pricing and product quality.
• Maintain relationships with key vendors and ensure consistency in product supply for ongoing and future projects.
• Track purchase orders and inventory levels to optimize purchasing decisions.

Social Media:

• Develop and execute social media strategies to promote the company’s building automation services and expertise.
• Create and curate engaging content that highlights successful projects, service offerings, and industry knowledge.
• Manage social media platforms (LinkedIn, Twitter, Facebook, etc.), ensuring timely posts, updates, and responses to customer inquiries.
• Monitor social media engagement, track analytics, and adjust strategies to improve reach and customer interaction.
• Collaborate with the marketing team to ensure alignment between social media efforts and overall brand messaging.

Onboarding:

• Facilitate the onboarding process for new employees, ensuring a smooth and welcoming experience.
• Coordinate training sessions, including orientation on company policies, safety protocols, and building automation systems.
• Ensure new hires have the necessary tools, equipment, and access to resources needed for their roles.
• Collaborate with HR to ensure proper documentation is completed, including employment forms, benefits enrollment, and other necessary compliance items.
• Provide ongoing support to new employees as they acclimate to their roles and the company culture.

Requirments

Previous experience in service coordination, scheduling, or administrative roles, preferably in building controls, HVAC, or related industries. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Experience with service management software or CRM systems is a plus.