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Service Coordinator

3 months ago

Vernon, Canada Care Systems Services Full time

At Care Systems Services, we are a local HVAC, DDC & Electrical contractor specializing in commercial, institutional, and light industrial construction. Although located in Vernon, we offer full-service building operation supports throughout British Columbia and Southern Alberta. Over the past 25 years, Care Systems has installed control systems in over 200 buildings, currently maintains over 240 mechanical systems and have won several Sales Achievement awards and Customer Satisfaction accolades. We take pride in continually raising the bar for customer satisfaction and service response not only within the company, but in the HVAC and Control industry for the Interior of British Columbia.

Reporting to the Service Manager, the Service Coordinator is the go-to person for HVAC/ALC customer information and support. Working closely with other Coordinator(s) and the Service Manager, the Service Coordinator plays a key role in the overall success of the Service Department and provides backup coverage to the Coordination and Administrative team when required. They are the main point of contact for our ALC/HVAC Customer Base and are responsible for the liaison of information to the management team. They must be available for ad hoc requests from the Service Department during regular business hours. The Service Coordinator handles all dispatching, invoicing, and customer requests for their respective customer base.

**General Dispatch & Coordination Duties**:

- Receiving & promptly responding to customer calls/requests
- Assisting with estimates
- Creating work orders, onboarding of new customers/clients & subcontractors
- General dispatch, triage
- Maintain technicians on and off work schedules, including on-call scheduling
- Coordinate out of town accommodations
- Permits & associated tracking (gas, boiler, refrigeration)
- Update of service-related reports/forms/lists/databases, etc.
- Technician time entry verification and submission
- Process analysis and improvement
- Assistance with inventory management
- Ordering materials and scheduling subcontractors
- Addressing customer concerns, questions, invoice disputes, reporting requests, etc.
- Departmental onboarding of new hires
- Office Admin./Coordinator coverage and backup when required
- Monitor and maintain good standing with all online portals as required by our clients for invoice submission/work order requests/site access, etc.
- Assess and coordinate safety requirements for specific site access

**Invoicing & Work Order/Job Cost Management**:

- AP data entry and associated reconciliations
- Reconciliation of work orders
- Purchase Order verification
- Work-order time, materials, cost validation, and associated reporting
- Prompt invoice proofing and processing
- Investigating and resolving customer disputes

**CAREplan Service Agreements**:

- New contract entry, renewal processing, and monthly agreement billing management
- Process maintenance WO’s and schedules; ordering materials, and scheduling
- Contract profitability analysis, and reporting

**Requirements**:

- 1-3 years of industry experience as a Service Coordinator or similar role is an asset
- Previous administrative experience required
- Proficient in Microsoft Office, including Microsoft Word and Microsoft Excel
- Excellent customer service skills
- Strong work ethic and self-motivated
- Excellent communication and interpersonal skills
- Stay up to date with services, policies and regulations
- Strong record-keeping and analytical skills
- Excellent organizational skills and attention to detail
- The ability to work well under deadlines and to multitask
- The ability to build relationships with our client base
- Excellent verbal and written communication skills
- Excellent critical thinking and problem-solving skills

**Job Types**: Full-time, Permanent

**Salary**: $21.00-$27.00 per hour

Expected hours: 40 per week

**Benefits**:

- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- Overtime

Supplemental pay types:

- Overtime pay

**Education**:

- Secondary School (preferred)

**Experience**:

- Customer service: 2 years (required)
- Administrative experience: 1 year (required)

Ability to Commute:

- Vernon, BC V1T 6V4 (required)

Work Location: In person

Application deadline: 2024-02-29