Service Coordinator

CM3 Building Solutions, Inc.; Washington (Washington County); On-site; USD 25,000 - 39,000; Full time

Job summary

CM3 Building Solutions, Inc. is seeking a Service Coordinator to support the Service Manager with daily operations, phone coverage for field technicians and customers, and essential administrative tasks.

The role emphasizes data entry, invoicing prep, schedule coordination, and customer service, requiring strong Excel/Outlook skills and the ability to manage multiple tasks in a team environment.

Qualifications

• High School Diploma or GED equivalent.
• Computer skills for data entry.
• Strong working knowledge of Microsoft Excel, Word, and Outlook.
• Ability to learn new computer programs for Service Management Accounting.
• Strong customer service skills.
• Good communication skills.
• Phone skills; articulate and clear when speaking on the phone.
• Ability to work independently and as part of a team.

Responsibilities

• Handle incoming service calls with continuous team phone coverage during office hours.
• Outbound calls to service customers informing them of scheduled inspections and changes.
• Create, process and send authorization to perform service work requests.
• Complete and issue work orders to field technicians using ServiceTrade software.
• Retrieve, review and process completed work orders.
• Follow up with field personnel to ensure timely submission to standards.
• Process work orders for final invoicing by the service invoicing specialist.
• Filing; time sheet and job hours coordination/administration.
• Assist with contract renewals and update maintenance recurring information.
• Provide customer service with internal and external teams.
• Other duties as required.

Skills

Strong customer service skills

Good communication skills

Phone skills

Ability to work independently and as a

Detail Oriented

Organizational skills

Education

High School Diploma or GED

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

ServiceTrade software

Job description

Summary/Objective

The Service Coordinator is a key operational role responsible for assisting the Service Manager with the daily activities in the Service Department to better serve our customer base and field personnel. Responsibilities involve phone coverage for incoming calls from field technicians and customers needing service, as well as administrative duties for the Service Department.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions .

• Handle incoming service calls with continuous team phone coverage between 7am-5pm (Office hours to be set upon hire)
• Outbound calls to service customers informing them of scheduled inspections and any changes to the schedule if necessary
• Create, process and send authorization to perform service work requests
• Complete and issue work orders to field technicians throughout the workday as required using ServiceTrade software
• Retrieve, review and process completed work orders
• Follow up with field personnel to ensure work orders are properly completed and submitted timely to company standards.
• Processing work orders completed by the field and preparing them for final invoicing by the service invoicing specialist.
• Filing
• Time sheet and job hours coordination/administration, and verification up to the Assistant Manager and/or the Director of Service Operations for weekly submittal to payroll utilizing our service timecard software.
• Assistance with contract yearly renewals and notification direct to customer, including updating of maintenance recurring service’s, contact information and general information updating in ServiceTrade.
• Provide customer service with both internal and external teams
• Other duties as required

Competencies

• Microsoft Excel
• Detail Oriented
• Ability to handle multiple tasks at one time
• Prioritization of work and customer demands
• Organizational Skills

Work Environment

The work area is an office environment with computers, phones, filing cabinets, desks/chairs and typical office layout.

Physical Demands

The Physical Demands Described Here Are Representative Of Those That Must Be Met By An Employee To Successfully Perform The Essential Functions Of This Job While performing the duties of this job, the employee is regularly required to sit, stand, kneel, and crouch (if necessary for filing). Occasional lifting (up to 10 pounds), manual dexterity for data entry, writing, holding/operating office equipment and phones.

Position Type/Expected Hours of Work

This is a full-time, non-exempt (hourly) position.

Travel

No travel is required

Required Education And Experience

• High School Diploma or GED equivalent
• Computer skills for data entry
• Strong working knowledge of Microsoft Excel, Word, and Outlook.
• Ability to learn new computer programs for Service Management Accounting
• Strong customer service skills
• Good communication skills
• Phone skills; articulate and clear when speaking on the phone
• Ability to work independently and as part of a team

Preferred Education And Experience

• HVAC business/job costing knowledge preferred

Work Authorization/Security Clearance

• Criminal Background Check
• Pre-employment drug screening and random drug testing during employment

AAP/EEO Statement

CM3 Building Solutions, Inc. is an affirmative action employer and does not consider disability, color, gender identity, genetic information, military or veteran status, national origin, race, religion, sex, sexual orientation, age 40 and over, or any other applicable status protected by state or local law, in any employment decision.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.