Service Coordinator

Sunstall Inc.; West Sacramento (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Sunstall Inc. in West Sacramento seeks a Service Coordinator to support daily operations within the Service Department, handling customer communication, technician dispatch coordination, and billing support.

You will serve as the central point of contact between customers, field personnel, and internal teams, ensuring timely responses, accurate documentation, and smooth work order flow. Strong organizational skills and attention to detail are essential.

Qualifications

• High school diploma or equivalent.
• Experience in service coordination, dispatching, scheduling, billing, or administrative support preferred.
• Experience in construction, mechanical, HVAC, plumbing, or service operations environment strongly preferred.
• Strong verbal and written communication skills.
• Ability to manage multiple tasks and shifting priorities with urgency and professionalism.
• Proficient in Microsoft Office and service management/ERP software, preferably BuildOps.
• Ability to work effectively with field employees, customers, and internal departments.

Responsibilities

• Coordinate incoming service requests and respond to customer calls and emails in a professional and timely manner.
• Maintain clear communication with customers regarding service status, scheduling updates, technician arrival windows, and job progress.
• Serve as a central point of communication between customers, technicians, and service leadership.
• Ensure customers are kept informed throughout the lifecycle of the work order.
• Dispatch technicians for service calls based on direction from service leadership and operational priorities.
• Coordinate planned maintenance and service calls with assigned technicians and customers.
• Adjust schedules as needed based on job progress, emergencies, technician availability, and customer needs.
• Monitor open calls and work orders daily to help ensure timely scheduling, completion, and closeout.
• Escalates scheduling conflicts, delays, or service issues to the appropriate supervisor or manager.
• Review open and completed work orders for accuracy, completeness, and proper documentation.
• Follow up labor, notes, materials, and required information needed to support billing.
• Create invoices or billing packages for completed work in accordance with internal processes.
• Assist with pre-billing review and route billing items for approval as needed.
• Help ensure work orders are closed and invoiced in a timely manner.
• Coordinate with service leadership, technicians, purchasing, and accounting to resolve billing discrepancies or missing information.
• Maintain accurate records within service software and internal tracking systems.
• Support reporting, documentation, and workflow tracking related to service activity.
• Review assigned technician timecards or job-related documentation for completeness and route issues for review.
• Assist with internal coordination across service, sales, purchasing, and accounting as needed to support smooth job execution and billing.

Skills

Strong customer service mindset

Clear and professional communication

Organization and follow-through

Urgency and responsiveness

Problem solving

Attention to detail

Team collaboration

Education

Highschool diploma or equivalent

Tools

Microsoft Office

Service management ERP (BuildOps)

Job description

TheServiceCoordinatorplaysacentralroleinsupportingthedailyoperationsoftheServiceDepartment,withresponsibilityforcustomercommunication,techniciandispatchcoordination,andbillingsupport.Thisrolehelpsdriveefficientscheduling,clearcommunication,andaccurateprocessingofcompletedworkthroughinvoicing.Servingasakeypointofcoordinationbetweencustomers,fieldpersonnel,andinternalteams,thepositionrequiresstrongorganization,urgency,attentiontodetail,anddependablefollow-through.

Responsibilities

CustomerCommunicationandServiceSupport

• Coordinateincomingservicerequestsandrespondtocustomercallsandemailsinaprofessionalandtimelymanner.
• Maintainclearcommunicationwithcustomersregardingservicestatus,schedulingupdates,technicianarrivalwindows,andjobprogress.
• Serveasacentralpointofcommunicationbetweencustomers,technicians,andserviceleadership.
• Ensurecustomersarekeptinformedthroughoutthelifecycleoftheworkorder.

DispatchandSchedulingCoordination

• Dispatchtechniciansforservicecallsbasedondirectionfromserviceleadershipandoperationalpriorities.
• Coordinateplannedmaintenanceandservicecallswithassignedtechniciansandcustomers.
• Adjustschedulesasneededbasedonjobprogress,emergencies,technicianavailability,andcustomerneeds.
• Monitoropencallsandworkordersdailytohelpensuretimelyscheduling,completion,andcloseout.
• Escalateschedulingconflicts,delays,orserviceissuestotheappropriatesupervisorormanager.

WorkOrderManagementandBillingSupport

• Reviewopenandcompletedworkordersforaccuracy,completeness,andproperdocumentation.
• Followuponlabor,notes,materials,andrequiredinformationneededtosupportbilling.
• Createinvoicesorbillingpackagesforcompletedworkinaccordancewithinternalprocesses.
• Assistwithprebillingreviewandroutebillingitemsforapprovalasneeded.
• Helpensureworkordersareclosedandinvoicedinatimelymanner.
• Coordinatewithserviceleadership,technicians,purchasing,andaccountingtoresolvebillingdiscrepanciesormissinginformation.

AdministrativeandOperationalSupport

• Maintainaccuraterecordswithinservicesoftwareandinternaltrackingsystems.
• Supportreporting,documentation,andworkflowtrackingrelatedtoserviceactivity.
• Reviewassignedtechniciantimecardsorjob-relateddocumentationforcompletenessandrouteissuesforreview.
• Assistwithinternalcoordinationacrossservice,sales,purchasing,andaccountingasneededtosupportsmoothjobexecutionandbilling.

Competencies

• Strongcustomerservicemindset
• Clearandprofessionalcommunication
• Organizationandfollowthrough
• Urgencyandresponsiveness
• Problemsolving
• Attentiontodetail
• Teamcollaboration

Qualifications

• Highschooldiplomaorequivalentrequired.
• Priorexperienceinservicecoordination,dispatching,scheduling,billing,oradministrativesupportpreferred.
• Experienceinaconstruction,mechanical,HVAC,plumbing,orserviceoperationsenvironmentisstronglypreferred.
• Strongverbalandwrittencommunicationskills.
• Strongorganizationalskillsandattentiontodetail.
• Abilitytomanagemultipletasksandshiftingprioritieswithurgencyandprofessionalism.
• ProficientinMicrosoftOfficeandservicemanagementorERPsoftware,preferablyBuildOps.
• Abilitytoworkeffectivelywithfieldemployees,customers,andinternaldepartments.

UnitedMechanicalisanEqualOpportunityEmployerandembracesdiversityinouremployeepopulation.Weprovideequalopportunitytoallqualifiedapplicantsandemployeeswithoutregardtorace,color,religion,sex,sexualorientation,genderidentity,nationalorigin,age,disability,protectedveteranstatus,specialdisabledveteran,maritalstatus,pregnancy,geneticinformation,oranyotherlegallyprotectedstatus.