Service Coordinator

3 weeks ago

Calgary, Alberta, Canada Black & McDonald Limited Full time

About This Opportunity

Black & McDonald's Alberta Region team is growing, and we're looking for a dedicated and collaborative professional to join our hard-working, innovative team.

The Service Coordinator will ensure that day-to-day administration tasks for the Calgary Service Division are completed accurately and efficiently. Responsibilities will include accounting, contract billing, service dispatch, and office administration. The Service Coordinator will also act as a key contact for field and office employees, clients, and vendors, responding to inquiries and requests in a prompt, efficient, and professional manner.

Key Responsibilities

  • Adhere to all Black & McDonald service business process standards (BPS) and policies.
  • Responsible for service contract administration, including renewals.
  • Prepare documentation for customer surveys, client reviews, and client visits.
  • Enter service contracts into JDE, including customer and site information, routed equipment, model work orders, contract value, and billing schedules.
  • Responsible for billing service contracts and work orders, ensuring accuracy and timeliness.
  • Dispatch and coordinate daily service calls, project work, and preventative maintenance (PM) work orders.
  • Manage on-call scheduling for field service technicians.
  • Monitor and schedule safety training certifications for field service technicians.
  • Source and purchase equipment and materials for field service technicians.
  • Process weekly time entries for field service technicians and generate payroll reports.
  • Oversee fleet management for the Calgary Service Division.
  • Assemble and process invoices, including inter-company and inter-divisional invoices.
  • Handle bank deposits, statements, and collections calls.
  • Generate service-related reports and resolve issues identified by Finance or the Division Manager.
  • Issue approved customer credits in a timely manner.
  • Respond to customer inquiries and resolve issues in a timely and professional manner.
  • Maintain organized filing systems for hardcopy and electronic records.
  • Perform general office administration tasks, including equipment maintenance, building security, and reception coverage.

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

Education and Experience

  • High School diploma with coursework in accounting or bookkeeping.
  • Proficiency in Microsoft Office and scheduling software, with experience in JDE an asset.
  • 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 and reliability.

Assets

  • Previous experience as a Service Administrator/Coordinator in the HVAC industry.

Additional Information

This position is based in our Calgary NE office and requires regular in-office attendance during core hours. Black & McDonald is an equal opportunity employer that welcomes applications from individuals with disabilities. Accommodations are available upon request for candidates participating in the recruitment and selection process.

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