Service Coordinator

4 weeks ago

Winnipeg MB, Canada Transcona Roofing Ltd. Full time

The Linchpin Co. is a people operations group offering custom recruitment and training services. At Linchpin, we know a company's most valuable resource is its people, and we are people experts

We will be the point of contact between you and Transcona Roofing during the recruitment process, acting as your trusted advisor and coach. We look forward to your interest.

ABOUT TRANSCONA

Established in 1959, we are a full-service roofing and waterproofing contractor dedicated to building long-term relationships with our customers through the installation, repair, & maintenance of industrial, commercial & institutional buildings. Our focus is on combining creative problem-solving and unmatched customer service to exceed expectations and create a higher standard in the commercial roofing industry.

The Service Coordinator is responsible for the organization of the Service Department.

Service Accounting:
invoicing/accounts receivable, accounts payable (issuing PO’s for materials/subcontractors)

Service scheduling:
create work orders, client communications, maximize manpower (45 hours per week), provide daily/weekly schedule.

Customer service:
handle incoming calls, customer surveys, etc

Service department office management:
administration, maintain service records - sharepoint/onedrive/dataforma, security checks, prequalification’s, marketing, staff communications, manage KPI’S, service payroll, etc.

Operational

  • Ensure required information for work order is created (quality assurance on labour budget, material list and scope description)
  • Collaborate with Service Manager to schedule work orders and assign to crews based on the duration, type of work and service crews experience
  • Provide daily schedule and material requirements to Foremen for assigned work orders
  • Review timecards, field reports, safety documents, etc., daily for accuracy and follow up accordingly
  • Review job costing to ensure work orders are executed within budgets and investigate/report any discrepancies
  • Collaborate with Director of Operations on work schedule forecasting between departments
  • Manage on-call schedule and dispatch crews accordingly
  • Ensure compliance with all clients/contracts including certificates of insurance, WCB clearances, submittals, safety documentation, and security clearances
  • Collaborate with Service Department Team to address issues and implement standard operating procedures
  • Manage emergency service calls

Customer Relations

  • Manage client communications from inquiry to job completion and ensure customer satisfaction
  • Manage follow up list for leak repairs, proposals/quotes, and inspections (Pipedrive / FCS).

Payroll & Accounting

  • Review and approve weekly payroll upload including overtime
  • Review and approve invoices and work with AR to investigate payment issues
  • Ensure accurate coding of labour and materials for accounting purposes
  • Collaborate with accounting department for Month End reporting (calculate WIP and progress invoicing)

Leadership

  • Lead weekly Service department meeting

Education & Experience

  • High School diploma (Essential)
  • Customer Service experience (Essential)
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) (Essential)
  • Software knowledge (FCS, ProContractor, Workmax, DataForma, SiteDocs, OneDrive, Teams, MS Office)

Key Competencies

  • Effective interpersonal and building collaborative relationship skills
  • Strong sales and negotiation skills
  • Strong analytical skills
  • Strong oral and written communication skills (proactive)
  • Planning, Organizing and follow up
  • Ability to work under stress and meet deadlines
  • Time-management and ability to prioritize
  • Good judgement and decision-making skills

Working Conditions

  • Work in an office environment
  • Time required to work is 45 hours a week (based on seasonal conditions)
  • Work after hours and or weekends as per emergency calls
  • Start time:
    7am
  • Shifting demands and priorities, must be flexible and adapt to change
  • Frequent interruptions
  • Work offsite at events within the city and rural communities
  • Completion of Dale Carnegie course required within first 12 months of employment

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