Service Coordinator

4 weeks ago

Calgary, Alberta, Canada Black & McDonald Limited Full time

About the Role:

The Service Coordinator will be responsible for ensuring the day-to-day administration tasks for the Calgary Service Division are completed accurately and efficiently. This includes accounting, contract billing, service dispatch, and office administration.

Key Responsibilities:

  • Adhere to all Black & McDonald service business process standards (BPS) and policies
  • Responsible for service contract administration including renewals
  • Prepare documentation pertaining to customer surveys, client review administration and client "EARN" visits
  • Enter service contracts into JDE which include: customer and site information, routed equipment, model work orders, contract value and billing schedules
  • 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
  • Dispatch and coordinate all daily service calls, project work and preventative maintenance (PM) work orders, ensuring that these are completed in a timely manner
  • Manage 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)
  • Oversee fleet management for the Calgary Service Division
  • Assemble invoices for mailing; process inter-company and inter-divisional invoices as required
  • Handle bank deposits, statements and collections calls
  • Generate required service related reports (eg. unbilled work order, work order inquiries, service contract inquiries, service contract expiries, deferred revenue, RNV, intercompany, truck stock, truck assignment etc); review reports and resolve issues as identified by Finance or the Division Manager
  • Issue approved customer credits in a timely manner where applicable
  • Respond to customer inquiries in a timely manner; if applicable, investigate and resolve customer inquiries
  • Maintain an organized system of filing for both hardcopy and electronic records
  • General office administration responsibilities eg. handling office equipment issues, building alarm/security; photocopying, mailing, reception coverage, etc.

Requirements:

  • High School diploma with coursework in accounting or bookkeeping
  • Proficiency in Microsoft Office and scheduling software; experience with JDE is an asset; including high willingness to learn new systems
  • Minimum 5 years of administration/coordinator experience utilizing advanced software applications

Skills and Qualities:

  • Strong organizational skills with the ability to multitask and prioritize effectively
  • Clear and professional communication skills, both verbal and written
  • Team player dedicated to maintaining a quality work environment
  • High attention to detail and accuracy in record-keeping and data entry
  • Customer-focused with a commitment to delivering exceptional service
  • Must possess exemplary punctuality, ensuring reliable attendance and adherence to scheduled timelines

Assets:

  • Office location is in an Industrial area. Reliable transportation to get to work on time is desirable
  • Previous experience as a Service Administrator/Coordinator in the HVAC industry

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