Service Coordinator

Cerris Systems; Reno (NV); On-site; USD 25,000 - 33,000; Full time

Job summary

Cerris Systems in Reno, NV is seeking a detail-oriented Dispatch/Administrative Support professional to assist the service department and special projects. You will manage work orders, invoicing, scheduling, and client communications to keep operations running smoothly.

This role focuses on prioritizing field dispatch, updating clients, entering data, and supporting procurement and contracts. Proactive problem solving, strong MS Office skills, and the ability to work under pressure are essential.

Qualifications

• Must perform accurately and completely in a timely manner.
• Excellent written and verbal communication skills.
• Understand and apply best practice standards.
• Know organizational structure and available resources.
• Able to solve complex problems quickly and effectively.
• Provide attention to detail and quality output.
• Strong organizational and prioritization abilities.
• Follow up on inquiries promptly and professionally.
• Proactively support multiple projects and deadlines.
• Familiar with various software, tools, and systems used in business processes.

Responsibilities

• Coordinate and prioritize dispatching of field personnel and resources.
• Keep clients updated on service status.
• Create and update documents, spreadsheets, and databases.
• Answer phones, draft emails, and greet visitors.
• Create, update, and issue work orders and purchase orders.
• Submit and track customer and vendor invoices; follow up on overdue payments.
• Prepare letters, memos, and reports as needed.
• Assist in policy development and project support as directed.
• Create client proposals based on pricing and information provided.
• Provide time-entry and payroll coding support in accounting system.
• Follow up with customers after service to ensure satisfaction before invoicing.
• Coordinate maintenance contract activities and renewals.
• Assist site logistics including deliveries and equipment handling.
• Promote safety culture across projects and offices.
• Take initiative to handle additional duties as required.

Skills

Communication skills

Organizational skills

Problem solving

Adaptability

Proactivity

Team collaboration

Education

High School Diploma or GED

Tools

MS Office

Job description

Work hard, have fun! At Cerris Systems, we believe in delivering quality craftsmanship while having fun along the way. Our group of construction companies prides itself on our almost 100-year history, our employee ownership structure, and our competitive pay and benefits. From the moment you start working with us, we've got your growth in mind. We believe Cerris isn't just a great place to start your career - it's a great place to watch it advance for years to come. Come build the Extraordinary with us.

Nature of Work

Provide dispatch duties to support the day-to-day operation of the service department and/or special projects group.

Essential Duties & Responsibilities

• Coordinate and assist with prioritizing the dispatching of field personnel and resources.
• Keep clients updated on status of requested service.
• Create and update files of various types. For example: documents, spreadsheets, and databases.
• Perform other administrative activities including, but not limited to, answering phones, drafting and responding to emails, electronic filing, greeting and assisting visitors, and working with internal and external clients.
• Create, update, and modify work orders, including entering lump sum budgets, attaching turnover packages, and issuing purchase orders.
• Create and submit customer invoices. Follow up on customer invoices overdue by 30 days or more, as well as vendor invoices overdue by 60 days or more, to ensure collection of amounts owed and drive collection of accounts receivable.
• Compose and/or edit letters, memos, reports, procedures, etc., as required.
• May help develop, interpret, and administer a company policy, program or procedure requiring independent decision making.
• Create client proposals based on information and pricing provided by others.
• Provide coding and time entry assistance to field personnel as needed, and the coding of and entry into accounting system of service technician payroll.
• Post-service follow-up with customers to ensure satisfaction prior to sending invoice.
• Assist in the coordination and scheduling of maintenance contract activities.
• Assist in the coordination of jobsite activities such as deliveries, rigging, equipment, tools, etc.
• Assist in the management of renewing and scheduling maintenance contracts. Track expiring maintenance contracts and follow up to drive renewals.
• Coordinate and supervise administrative support activities with additional personnel.
• Promote the company safety culture and safety awareness throughout the company, projects, or office.
• Exercise initiative or, as directed, perform additional duties to meet the needs of the organization.

Qualifications

• Ability to perform work accurately and completely, and in a timely manner
• Strong communication skills, verbal and written
• Ability to understand and implement best practice standards
• Knowledge of organizational structure and available resources
• Ability to quickly and effectively solve complex problems
• Ability to deliver quality through attention to detail
• Organizational skills
• Listening skills
• Ability to adapt to change and stress in the work environment and manage competing demands while maintaining high performance levels
• Ability to be proactive and resourceful
• Ability to follow-up on inquiries in a timely manner
• Ability to prioritize multiple projects
• Proficiency in MS Office and all other company utilized software
• Ability to build relationships with team members that transcend a project
• Ability to build relationships and collaborate within a team
• Ability to learn and use a variety of software, tools, and systems necessary to meet business needs

Education

High School Diploma or General Education Degree (GED)

Experience

1+ year of related work experience preferred. Other technical experience such as military, public service, on the job training programs, etc. may meet this requirement as determined by local management.

Physical Demands and Working Environment

• Must be able to lift up to 25 pounds
• Normal office environment
• Frequent activity: sitting, viewing, and typing on computer screen
• Occasional activity: standing, walking, bending, reaching above shoulder

Cerris and its subsidiary companies are an Equal Opportunity Employer-EEO/AA/M/F/D/V/VEVRAA Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.