Service Scheduling Coordinator

at  Air Comfort

QUALIFICATIONS:

• Minimum of 3-5 years scheduling and coordination experience in a union trade environment. Electricians, HVAC, Plumbing Contractor, Etc.
• HVAC and/or Plumbing Coordinator Experience a plus
• Operational software experience (service management type of software is a plus)
• Strong aptitude working within MS Office products (outlook, Word, and Excel)
• Excellent communication and people skills
• Works well under pressure, independently and as a team member.

GENERAL RESPONSIBILITIES:

• Professional and prompt customer service in a high volume fast paced environment
• Phone and email communication to field, office, support staff and customers.
• Work order management including assessment of agreement hours, quoted project oversight and ability to process through to billing in a timely manner.
• Responding quickly within the service and customer environment
• Job/Visit scheduling coordination
• Technician and apprentice scheduling
• Job status reporting to designated sales team
• Sales quote processing
• Daily interface with field technicians.

ADDITIONAL RESPONSIBILITIES

• Administrative support for Air Comfort Sales Engineers
• Working with the team to communicate and coordinate projects and associated documentation in an efficient and timely manner to assist in project mobilization, crew/technician selection, efficient scheduling, and project close out.
• Providing the sales engineers consistent updates when project changes occur in regard to scheduling.
• Open work orders for service calls and quotes.
• Provide secondary support to issue Purchase Orders.
• Preventive Maintenance Work Order Follow-up
• Review completed pm work orders for billable parts and parking.
• PM’s that have non billable materials can be closed. If billable parts are on a PM work order give to billing for processing. If a PM goes over hours, determine if some of the labor should be billable repairs. Notify Scheduling Department Manager.
• Dispatch to provide 24/7/365 consistency in dispatch service to customers, technicians, and Air Comfort sales engineers.
• Manage efficient workflow while balancing and selecting the proper technician assignment with the proper skillset.
• Back up dispatch night service in rotation.
• Establish a knowledge of our technician’s skillset to ensure efficient service call management.
• Work along with team leaders and fellow scheduling coordinators for assistance in assignment and knowledge development.
• Track quoted jobs and parts ordered/delivered.
• Successfully and accurately execute payroll for technicians.
• Manage the technician’s weekly time and submit to payroll.
• Miscellaneous
• Occasional Backup for Main Switchboard.
• Back up processing of Oil Analysis reporting to the customer.
• Assist Billing Coordinator with invoicing questions.
• Develop a familiarity with preventive maintenance customers/accounts.
• Access and enter information into various customer portals.
• Any special projects requested by Director of Service, Customer service manager and/or Scheduling Department Manager