Service Coordinator

Actalent, Inc.; Chicopee (MA); On-site; USD 37,000 - 47,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Disability Insurance

Health Spending Account (HSA)

Job summary

Actalent, Inc. is seeking a dedicated Service Coordinator to join our Chicopee, MA team supporting building automation systems and customer contracts.

You will own renewal processes, prepare proposals, manage invoicing, and maintain logs across PM and service work orders. This role offers a contract-to-hire path, onsite work at our Chicopee location, and benefits aligned with a fast-growing service organization.

Qualifications

• 1+ year experience with bookings, POs, receivables, payables, docs, and customer contracts.
• 1+ year experience with operational databases.
• Proficient in data entry, invoicing, and customer service.

Responsibilities

• Own the local monthly service contract renewal process.
• Prepare all contract renewal proposals and documents for customers.
• Follow-up with contract customers and revisions.
• Prepare time & material billings and invoicing.
• Maintain contract logs and schedule maintenance, repairs, and parts.
• Ensure Preventative Maintenance visits are scheduled and performed.

Skills

Bookings & contracts

Operational databases

MS Office Suite

Excel (basic)

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

We are looking for a dedicated Service Coordinator to join our team. We specialize in building automation systems that ensure energy efficiency and occupant comfort. For over 30 years, we have been committed to providing easy-to-use automation systems and exceptional local service through our global network of branches and independently-owned dealers.

Job Title: Service Coordinator

Job Description

We are looking for a dedicated Service Coordinator to join our team. We specialize in building automation systems that ensure energy efficiency and occupant comfort. For over 30 years, we have been committed to providing easy-to-use automation systems and exceptional local service through our global network of branches and independently-owned dealers.

Responsibilities

• Own the local monthly branch service agreement renewal process.
• Prepare all contract renewal proposals and other documents for customers.
• Follow-up with contract customers and make required revisions.
• Reconcile Service Contracts by managing cost transfers.
• Prepare and submit all Service Agreement booking packages for renewals, and time & material work.
• Prepare time & material billings and complete all invoicing.
• Maintain contract logs, and schedule and document all department commitments for repairs, maintenance, installation, retrofit, warranty, and parts.
• Ensure all Preventative Maintenance visits are scheduled and performed for each Service Agreement.
• Call each Preventative Maintenance customer the day after each PM visit to ensure all work was satisfactory and address any open items. Follow up immediately on open items and report dissatisfactions.
• Maintain Preventative Maintenance schedules in the accounting system for all visits.
• Monitor service receivables and suspend service when necessary.
• Log and track all service work orders (billable and non-billable) and reconcile all open tickets in a timely manner.

Essential Skills

• High School Diploma or GED.
• 1+ year experience with projects bookings, purchase orders, receivables, payables, documentations, and contract agreements with customers.
• 1+ year experience with operational databases.
• Experience with data entry, Microsoft Office suite (Word, Excel, PowerPoint), logistics, purchase orders, invoicing, administrative support, service, dispatching, and customer service.
• 2+ years of experience with Excel - basic functions.

Additional Skills & Qualifications

• 1+ year experience supporting the sales team with COI applications.
• Demonstrates strong attention to detail and accuracy in work.
• Bachelor's Degree.
• Experience in the HVAC industry.

Work Environment

In office - 8am - 5pm.

Job Type & Location

This is a Contract to Hire position based out of Chicopee, MA.

Pay and Benefits

The pay range for this position is $27.00 - $34.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Chicopee,MA.

Application Deadline

This position is anticipated to close on Mar 31, 2025.

Equal Opportunity Employer

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

Massachusetts Lie Detector Notice

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Contact Information Collection

We collect your phone number and email so that an Actalent representative can reach out to you regarding potential job opportunities. Please ensure that the phone number and email you provide are accurate, as an incorrect phone number or email may affect our ability to contact you.

Use of Artificial Intelligence (AI)

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.