Service Coordinator

Window World of Indianapolis; Indianapolis (IN); On-site; USD 35,000 - 45,000; Full time

Job summary

Window World of Indianapolis is seeking a Service Coordinator to enhance customer satisfaction through effective appointment management, customer issue resolution, and cross-departmental collaboration. This office-based role demands exceptional communication skills and strong organizational abilities to support both customers and internal teams. If you're a detail-oriented problem-solver with a passion for service excellence, apply to join our team focused on quality and customer satisfaction.

Benefits

401(k) matching

Health insurance

Paid time off

Opportunities for advancement

Training & development

Qualifications

• 1-2 years experience in a coordination or administrative role in customer service.
• Exceptional verbal and written communication skills.
• Strong organizational abilities and time management.

Responsibilities

• Manage and schedule service, repair, and maintenance appointments.
• Engage with customers to diagnose service issues and document solutions.
• Track service requests and maintain records within the CRM system.

Skills

Communication

Organization

Problem Solving

Education

High school diploma or equivalent

Further education or training in business administration or a related field

Job description

Benefits:

401(k) matching

Health insurance

Opportunity for advancement

Paid time off

Training & development

Job Title: Service Coordinator

Company: Window World of Indianapolis Location: Indianapolis, IN

About Us: Window World is America’s #1 exterior remodeler. We install energy-efficient windows, doors, siding, and more for homeowners throughout Indianapolis, Indiana. We are committed to delivering exceptional customer experiences and innovative solutions. We pride ourselves on our dedication to quality, reliability, and customer satisfaction. As we continue to expand our operations, we are seeking a skilled and motivated individual to join our team as a Service Coordinator.

Job Description: As a Service Coordinator at Window World, you will be the primary point of contact for clients requiring service, repairs, and warranty work. This vital role focuses on understanding customer needs, coordinating service appointments, and ensuring timely and effective resolution of issues to maintain high levels of customer satisfaction. If you are a compassionate communicator, highly organized, and excel at problem-solving, we encourage you to apply!

Key Responsibilities:

Service Appointment Coordination: Manage and schedule all service, repair, and maintenance appointments based on customer availability and technician capacity. This includes communicating appointment changes to customers promptly.

Customer Issue Resolution & Troubleshooting: Proactively engage with customers to diagnose the underlying causes of service issues through effective questioning and detailed investigation. Collect comprehensive information and documentation, including visual evidence, identification numbers, and thorough problem descriptions, to enable efficient resolution. Provide initial technical support via phone, video communication, or by guiding customers to relevant online resources.

Warranty & Non-Warranty Assessment: Focus on clearly differentiating between product-related issues covered under warranty and other issues that are not. Document customer acknowledgment for non-warranty issues and any waived service fees according to policy.

CRM & Service Request Management: Meticulously track all service requests, appointments, and customer communications within the in-house CRM system. This includes creating detailed service requests and accurately categorizing all service issues. Diligently document all service call activities in the CRM for historical records. Proactively manage ongoing service cases by monitoring ordered parts, scheduling follow-up visits, and maintaining regular communication with customers regarding resolution timelines.

Warranty Claim and Remake Order Processing: Initiate warranty claims with product manufacturers by composing detailed emails with customer information, product details, issue descriptions, photos, and new purchase order numbers. Understand the process for all remake orders.

Cross-Departmental Collaboration: Collaborate closely with service and install technicians and product manufacturers to ensure efficient product ordering, scheduling, and problem resolution. Communicate all expectations to fully complete the service or contract with as few appointments as possible.

Operational Oversight:

Proactively monitor the progress of service jobs, identifying and resolving any issues or delays to ensure timely completion.

Light inventory management and coordination to gather the necessary materials and equipment for service activities.

Regularly review and address indicators related to "expected received dates" in the pipelines, promptly investigating and resolving any delays in customer orders.

Administrative Support: Provide administrative support to the installation/service team, including data entry and active project notation. This includes maintaining accurate and complete customer records within the CRM, documenting all interactions, and ensuring data integrity throughout the service process.

Product & Warranty Knowledge: Possesses a strong understanding of warranty procedures and how they relate to service appointments. Be able to identify and name window parts, understand their function, and troubleshoot common window issues. Understand what is generally not covered under warranty and be able to determine coverage for all product types.

Inter-Departmental Collaboration: Work closely and collaboratively with the Install Coordinator to optimize scheduling, share critical customer information, and ensure seamless hand-offs between service resolution and any new installation needs.

General Customer Support: Address general customer inquiries and direct calls appropriately, serving as a knowledgeable first point of contact when needed.

Qualifications:

High school diploma or equivalent; further education or training in business administration or a related field is preferred.

Proven experience (1-2 years) in a coordination or administrative role, ideally in a customer service or service-oriented industry.

Exceptional communication skills, both verbal and written, with a strong emphasis on empathy and customer satisfaction.

Strong organizational abilities and time management, capable of handling multiple service requests concurrently.

Possesses confidence and quickly adapts to new software and CRM/scheduling systems.

A keen attention to detail and a commitment to accurate record-keeping.

A proactive problem-solver with strong adaptability and de-escalation skills.

Ability to work both independently and collaboratively within a team environment.

Prior knowledge of window parts, warranty procedures, or industry standards is a plus, but not required.

Physical Demands: This is primarily an office-based role, requiring prolonged periods of sitting/standing at a desk and extensive computer use. Occasional light lifting (up to 25 lbs) may be required.

Benefits:

Health insurance

Retirement savings plan

Paid time off and holidays

Opportunities for career advancement and professional development

Window World of Indianapolis is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.