Service & Dispatch Coordinator

WW Gay Fire Protection Inc; Gainesville (FL); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Competitive salary

Paid time off

Job summary

Sciens Building Solutions is seeking a Service Coordinator to interact with customers, schedule preventative maintenance inspections and emergencies, and ensure on-time service delivery. The role involves dispatching technicians, maintaining schedules, handling inquiries, and assisting with invoicing and contract administration.

The position requires strong organizational skills, 2–5 years in customer service, and proficiency with MS Office.

Qualifications

• High school diploma or equivalent.
• 2–5 years of customer service experience.
• Strong organizational skills.
• Ability to multi-task and remain calm under pressure.
• Sound decision-making skills and practical judgment priorities.
• Ability to encourage and motivate people with positive attitude.
• Interest in helping and working with customers.
• Computer literate: Working knowledge of Microsoft Outlook, Excel, Word, and PowerPoint.

Responsibilities

• Schedule preventative maintenance inspections and emergency calls.
• Utilize dispatch board to update and maintain all schedules for on time service while maintaining zero backlogs.
• Answer calls from customers.
• If needed, dispatch the proper technicians to handle any emergencies as required.
• Follow through to ensure resolution of all situations.
• Generate and monitor Service department’s internal and external correspondence regarding service technicians.
• This includes analyzing completed work orders for accuracy, and ensuring they are correct, complete and on time.
• Assist with performing accurate pricing of labor and/or materials as dictated by the contract for that particular customer.
• Prepare subcontract work order for invoicing, including test reports, deficiencies and quotes.
• Track and/or quote deficiencies.
• Update and maintain all customer information in all databases, including but not limited to: Service department inspection dates, contract information, new customers/sites and updated customer names and addresses.
• Dispatch appropriate technician(s) based on skill set required for each site or project.
• Generate and maintain schedules on a daily/weekly/monthly intervals.
• Field trouble calls, PM inspections, vacation schedule, and subcontractor schedule.
• Prepare and process work orders and invoices, when applicable; acquire purchase orders where customer requires.
• Display effective communication with customers; promptly follow up on customer inquiries, tracking special needs requests, reports and copies as needed.
• Material requisition: prepare and process accurate purchase requisitions for purchasing.
• Complete service contract cancellation form(s) and submit with back up for processing.
• Coordinate customers’ service requirements with other appropriate departments, as necessary, to ensure effective customer service.
• Provide accurate information to Accounting to ensure one-day billing processing.

Job description

Sciens Building Solutions is seeking a Service Coordinator to interact with customers, schedule preventative maintenance inspections and emergencies, and ensure on-time service delivery. The role involves dispatching technicians, maintaining schedules, handling inquiries, and assisting with invoicing and contract administration.

The position requires strong organizational skills, 2–5 years in customer service, and proficiency with MS Office.