Service Operations/Project Coordinator

Vaco by Highspring; Groveport (OH); On-site; USD 60,000 - 70,000; Full time

Job summary

Vaco by Highspring is seeking a Service Operations/Project Coordinator for an onsite role in Groveport, OH. Compensation ranges from $60,000 to $70,000 per year with direct hire employment.

The position involves customer service, call management, scheduling, dispatch, and work-order administration to support field technicians. The role requires coordinating work orders, tracking parts, updating clients on timelines, and maintaining accurate job information.

Qualifications

• Strong customer service and communication skills.
• Experience coordinating scheduling and dispatch activities.
• Ability to manage and track work orders and updates.

Responsibilities

• Answer incoming calls promptly and direct callers.
• Screen spam and unsolicited sales calls.
• Assist customers with scheduling new service requests.
• Provide updates on open work orders, technician availability, and parts on order.
• Set up new customers per established procedures, including deposits.
• Create and manage service work orders; review related orders from prior periods.
• Ensure work orders contain complete information (names, addresses, contacts, phones, emails, descriptions, parts).
• Close completed work orders and create follow-ups as needed.
• Update job information and timelines for clients.
• Order and track parts for job sites; update clients on timelines.
• Schedule 3–4 work orders per crew daily; support 10–12 service calls per day.
• Determine visit duration based on customer issue; build efficient schedules.

Skills

Customer service

Call management

Scheduling

Dispatch

Work-order administration

Job description

Service Operations/Project Coordinator

Onsite in Groveport, OH
Pay $60-70k
Direct Hire

Customer Service & Call Management

• Answer incoming calls promptly, identify the caller's needs, and direct calls appropriately
• Screen spam and unsolicited sales calls rather than transferring them to other employees
• Assist customers with scheduling new service requests
• Provide customers with updates regarding open work orders, technician availability, and parts on order
• Set up new customers as needed, using established procedures, including collecting deposits

Work-Order Administration

• Create new service work orders using established company procedures
• Review prior customer work orders to determine whether a service request is related to work completed within the previous 30-45 days
• Ensure each work order includes accurate and complete information, including:
  • Customer and Company Names
  • Service addresses and ZIP codes
  • Contact names
  • Phone numbers
  • Email addresses
  • Service descriptions
  • Required equipment or parts
• Close completed work orders and create follow-up work orders when technicians need to return
• Update job information

Ordering Project Supplies and Tracking

• Ensures parts are ordered and tracked for job sites
• Updates clients of timelines

Scheduling & Dispatch

• Schedule approximately three to four work orders per crew each day based on job complexity, location, technician availability, and estimated completion time
• Support the technician groups responsible for completing 10-12 service calls per day
• Determine the anticipated length of each service visit based on the issue described by the customer
• Build efficient technician schedules that minimize unnecessary travel and account for job location, timing, equipment, and crew capabilities
• Provide technicians with customer information, job details, parts, equipment requirements, and documentation needed
• Adjust schedules throughout the day when emergencies, delays, incomplete jobs, or customer changes arise

Desired Skills and Experience

Service Operations/Project Coordinator
Onsite in Groveport, OH
Pay $60-70k
Direct Hire

Customer Service & Call Management

Answer incoming calls promptly, identify the caller's needs, and direct calls appropriately
Screen spam and unsolicited sales calls rather than transferring them to other employees
Assist customers with scheduling new service requests
Provide customers with updates regarding open work orders, technician availability, and parts on order
Set up new customers as needed, using established procedures, including collecting deposits

Work-Order Administration

Create new service work orders using established company procedures
Review prior customer work orders to determine whether a service request is related to work completed within the previous 30-45 days
Ensure each work order includes accurate and complete information, including:
Customer and Company Names
Service addresses and ZIP codes
Contact names
Phone numbers
Email addresses
Service descriptions
Required equipment or parts
Close completed work orders and create follow-up work orders when technicians need to return
Update job information

Ordering Project Supplies and Tracking

Ensures parts are ordered and tracked for job sites
Updates clients of timelines

Scheduling & Dispatch

Schedule approximately three to four work orders per crew each day based on job complexity, location, technician availability, and estimated completion time
Support the technician groups responsible for completing 10-12 service calls per day
Determine the anticipated length of each service visit based on the issue described by the customer
Build efficient technician schedules that minimize unnecessary travel and account for job location, timing, equipment, and crew capabilities
Provide technicians with customer information, job details, parts, equipment requirements, and documentation needed
Adjust schedules throughout the day when emergencies, delays, incomplete jobs, or customer changes arise

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

the individual's skill sets, experience and training;

licensure and certification requirements;

office location and other geographic considerations; and

other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).