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Service Coordinator
4 months ago
**ABOUT THIS CAREER OPPORTUNITY**:
Reporting to the Saskatoon Service Division Manager, the Service Coordinator ensures that the day-to-day administration tasks for the Saskatoon Service Division are completed accurately and efficiently. Areas of responsibilities will include accounting, contract billing, service dispatch, and office administration. The Service Coordinator also acts a key contact for both field and office employees in various divisions, as well as clients and vendors; and responds to inquiries and requests in a prompt, efficient and professional manner at all times.
**MAIN DUTIES**:
- Adheres to all Black & McDonald service business process standards (BPS) and policies.
- Ability to work in a fast-paced, demanding & stressful environment.
- Responsible for service contract administration including renewals.
- Prepares documentation pertaining to customer surveys, client review administration and client “EARN” visits.
- Enters service contracts into JDE which include customer and site information, routed equipment, model work orders, contract value and billing schedules.
- Accurate and timely documentation and filing; submitting permits for plumbing, electrical, and gas; creating work orders for project managers as requested; and ensure Service Reports are received for work orders.
- Responsible for billing service contracts, as per billing schedule; also responsible for billing all work orders; ensures works orders match accordingly with service reports and invoices.
- Dispatches and coordinates all daily service calls, project work and preventative maintenance (PM) work orders, ensuring that these are completed in a timely manner.
- Manages the on-call scheduling for field service technicians.
- Ongoing monitoring and scheduling of safety training certifications for field service technicians
- Responsible for sourcing/purchasing of equipment/materials for field service technicians.
- Weekly time entry for field service technicians (includes running the payroll report and separating out each work order)
- Oversees fleet management for the Saskatoon Service Division
- Assembles invoices for mailing; processes inter-company and inter-divisional invoices as required.
- Handles bank deposits, statements, and collections calls.
- Generates required service-related reports (e.g. unbilled work order, work order inquiries, service contract inquiries, service contract expiries, deferred revenue, RNV, intercompany, truck stock, truck assignment etc.); reviews report and resolves issues as identified by Finance or the Division Manager
- Issues approved customer credits in a timely manner where applicable.
- Responds to customer inquiries in a timely manner; if applicable, investigates and resolves customer inquiries.
- Maintains an organized system of filing for both hardcopy and electronic records.
- Proficiency in Microsoft Office is a must - i.e. Outlook, Word, Excel, and PowerPoint.
- Proficiency in PDF Editors is a must - i.e. Foxit or Adobe Acrobat.
- General office administration responsibilities e.g. handling office equipment issues, building alarm/security; photocopying, mailing, reception coverage, etc.
- Self-starter, forward thinking, and ability to take ownership of responsibilities and manage related tasks, deadlines, and effort to completion.
- Poised, refined style of writing and interpersonal communication, strong proofreading skills.
- Other duties as assigned.
**COMPETENCY REQUIREMENTS**:
- Change Orientation
- Communicates Effectively
- Continuous Learning
- Customer Focus
- Holds Self and Others Accountable
- Problem-Solving and Innovation
- Teamwork and Collaboration
- Values and Respects Others
**EMPLOYMENT REQUIREMENTS**:
- High School diploma with post-secondary accounting or bookkeeping education is preferred.
- Minimum 3 years previous experience in a similar role or an accounting role
- Ability to communicate clearly and effectively both verbal and written; must be able to relate to technicians or trades personnel, customers and co-worker needs in a professional manner.
- A team player, committed to working in a quality environment.
- Excellent organizational and time-management skills; able to multi-task
- Previous experience in the HVAC industry and Service Operations are a strong asset.
- Proficiency in Windows based environment with strong knowledge of Excel and Word
- Experience in JDE is an asset; high willingness to learn new systems.
