Service Department Coordinator

Mechanical Services, Inc./ Maine Controls; Portland (ME); On-site; USD 36,000 - 45,000; Full time

Job summary

A leading service company in Portland is seeking a Service Department Coordinator to streamline operations in the service department. This role involves coordinating service requests, maintaining records, and supporting the dispatch team. Ideal candidates will display effective communication skills, organizational abilities, and proficiency in office software.

Benefits

Boot allowance

Polo shirts provided

Qualifications

• Previous HVAC/R experience and knowledge is a plus.
• Prior customer service experience is a plus.
• Valid Maine driving license required.

Responsibilities

• Answering incoming phone calls and recording service details.
• Entering data into the company software system.
• Maintaining customer repair and site equipment records.

Skills

Organizational skills

Customer communication

Computer proficiency

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

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Mechanical Services, Inc. is currently seeking a highly organized and motivated person to fill one of the Service Department Coordinator positions based in our Portland office.

The Service Department Coordinator position is an integral part of the daily operations of the service department helping to ensure that customer’s work and concerns are handled in a professional and efficient manner from the initial call through to the billing process. This full-time position is part of the service team in the Portland office working alongside the Service Manager, Dispatchers and other Service Department Office team members. The Service Department Coordinator position(s) report directly to the General Manager. Regular business hours are Monday – Friday, 8:00 am to 4:30 pm with a 30-minute lunch break. Both the daily starting time and ending time are subject to change based on work load and the demands of the position. Occasional overtime might also be required.

This position reports to the General Manager but will work closely with the Service Manager, the head dispatcher, the engineering department, purchasing and others.Many job duties might be shared however there may be some unique tasks that are not shared.

Primary duties are to assist the entire service department with the following but are not limited to:

• Answering incoming phone calls and recording the details of requested service.

• Entering data into the company software system, synchronizing electronic call slips/work orders with field personnel.

• Reviewing service work orders for accuracy and completeness of service descriptions, materials used, and labor hours.

• Comparing labors hours posted to call slips/work orders with weekly technician time cards for accuracy and completeness in a timely manner.

• Forwarding completed call slips to accounts receivable, forwarding incomplete call slips requiring follow- up to the Service Manager, and/or our Engineering Department and/or our sales team as required.

• Reviewing pre-invoices for accuracy and completeness before final invoices are prepared and sent.

• Assisting the Dispatch department when required.

• Maintain customer repair and site equipment records in our service database.

• When required occasionally assisting with the day to day dispatching of technicians, including creating work orders, scheduling initial and return visits using our service database, synchronizing data to our technician tablets.

• When required create and provide purchase orders generated from our computer system to technicians and vendors.

• Work closely with all internal parties to help ensure efficient delivery of service and billing.

• Other duties as assigned.

Requirements:

• Previous HVAC/R experience and knowledge is a plus, but not required.

• Capable of professional communication with customers to determine their service requests.

• Prior customer service experience is a plus.

• Good organizational skills is a plus.

• Ability to work in a busy office environment every day.

• Strong computer skills, proficient in Microsoft Outlook, Word, and Excel and capable of quickly learning our inhouse software.

• Prompt and reliable attendance.

• Candidate must have a valid Maine driving license.

• Candidate must successfully pass a criminal background check and a pre-employment medical evaluation.

Generally, during the first hour or two of each day, when the Dispatchers are assigning work to technicians and getting them out the door, the Service Coordinator(s) may need to assist with all incoming requests for service, and other calls being received. The same applies at the end of each day when the Dispatcher’s are being updated on the status of assigned work by each technician from the field and scheduling the next day.

The position is not “uniformed” but because Coordinator(s) might occasionally visit job sites and/or vendors, logo polos and other shirts will be provided. Coordinator(s) are expected to provide their own pants. Blue jeans are not permitted. Khakis’ or Carhartt-type work pants or the like are acceptable. Safety-toe footwear is also required. The company boot allowance will be available.

Mechanical Services, Inc. is an Equal Opportunity and Affirmative Action Employer.

Wage commensurate with experience.

Persons interested in being considered for this position should send their resume to [e-mail].

Please no drop-ins or phone calls.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

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