Service & Maintenance Coordinator

Western Mechanical Solutions, LLC; Denver (CO); Hybrid; USD 33,000 - 40,000; Full time

Job summary

Western Mechanical Solutions is seeking a Service & Maintenance Coordinator to be the main point of contact for customers and to coordinate service activities with the team for timely, accurate completion. You will support growth of the service department with strong attention to detail and excellent organization.

This hybrid role requires effective communication with customers, the Parts Department, and field staff, while maintaining safety, quality, and professional standards.

Qualifications

• Customer service focus with strong organization and attention to detail.
• Hybrid role requiring at least two in-office days per week.
• Coordinate, schedule, bill service needs and agreements for equipment.
• Maintain Service Database and create/ update SOPs.
• Must pass background check and have a valid driver’s license.

Responsibilities

• Coordinate service calls and agreements with parts department availability.
• Schedule, assist, and bill service activities.
• Maintain fleet records, registrations, maintenance schedules, and inspections.
• Provide admin support to the Service Manager and cross-train others.
• Communicate effectively via email, phone, and in person; adapt to a fast-paced environment.
• Maintain a professional appearance and attitude.

Skills

Customer service

Attention to detail

Organizational skills

Communication

Tools

Microsoft Office

CRM

QuickBooks

WMS systems

Job description

Job Title: Service & Maintenance Coordinator

Reports to: Service Manager

Position Overview

Are you a stickler for details? Do you have an eye for order and a passion for making sure things are done right?

We’re excited to welcome individuals who can contribute to our success as a Service & Maintenance Coordinator. In this role, you’ll play a crucial part in supporting the growth of our service department.

What can you expect? You’ll be the main point of contact for our customers’ service needs and agreements, ensuring seamless coordination within our team. Your attention to detail, organizational skills, and passion for customer service will make a real difference.

Plus, you’ll get to collaborate with a fantastic team that shares your dedication to excellence. Discover the opportunities and excitement of being a Service & Maintenance Coordinator with us!

Essential Job Functions

• The role involves working in a dynamic, fast-paced environment with varied responsibilities, where effective teamwork and adaptability are key.
• This is a hybrid position with a minimum of two in-office days per week. Additional in-office time may be needed as key systems and processes are managed, developed and maintained, or as workload requires.
• Coordinate, schedule, assist and bill service needs and agreement activities for equipment we specialize in.
• Coordinate with the Parts Department to ensure timely availability of the right parts for each call.
• Review agreements and provide checklists aligned with the scope of work
• Add, update, and maintain our Service Database to ensure critical information is recorded.
• Support safety logistics as requested to provide the best work environment for our team.
• Create and maintain Standard Operating Procedures related to service and maintenance responsibilities.
• Track, maintain, and coordinate the company fleet by monitoring vehicle records, registrations, maintenance schedules, inspections, and repairs to ensure safe and reliable operation
• Manage technician uniforms, including inventory, ordering, and embroidery.
• Provide administrative support to the Service Manager on service and maintenance coordination items
• Cross-train to back up Startup and Warranty Coordinators
• Maintain a professional appearance and attitude.
• Communicate efficiently via email, phone and in person.
• Strong proficiency in Microsoft applications. Experience with CRM, field service, or accounting software (such as QuickBooks) is a plus, along with the ability to quickly learn and use WMS systems.
• HVAC, Mechanical Contracting, Engineering or Construction industry experience is a plus.
• Be flexible to work overtime or weekends as required.
• Required to pass a background check.
• Must have a valid driver’s license, be insurable, and provide a driving record from the Department of Motor Vehicles.

Other Skills/Abilities

Language Skills

Ability to read and comprehend multi-step instructions, short correspondence, and memos. Ability to write high quality correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to solve problems involving several concrete variables in standardized situations. Mental stamina for problem solving while simultaneously prioritizing multiple tasks.

Environmental Requirements

Work is mainly office-based, with occasional local driving to move company vehicles between the office, storage, upfitters, dealerships, and repair shops.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as requested to meet the ongoing needs of the organization.

Compensation

$24.00 - $29.00 per hour

About Western Mechanical Solutions, LLC

Western Mechanical Solutions, LLC focuses on High Quality, Energy Efficient, Engineered products to minimize the energy use of buildings through innovative application of engineering.

Our vision is to provide the best engineering, installation and after-market support in the industry with products we have carefully chosen to represent.

Western Mechanical Solutions, LLC is committed to an equal employment opportunity for all employees and applicants for employment without regard to age, color, creed, disability status, gender, national origin, race, religion, sexual orientation or veteran status, or any other legally protected status.

Western Mechanical Solutions, LLC

501 Kalamath St, Denver CO 80204

wms-hvac.com