Service Coordinator

4 weeks ago

Calgary, Alberta, Canada Black & McDonald Limited Full time

About the Role:

The Service Coordinator position at Black & McDonald Limited is a key role within our Calgary Service Division. As a Service Coordinator, you will be responsible for ensuring the day-to-day administration tasks 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 for customer surveys, client review administration, and client "EARN" 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 they match with service reports and invoices.
  • Dispatch and coordinate daily service calls, project work, and preventative maintenance (PM) work orders, ensuring timely completion.
  • Manage on-call scheduling for field service technicians.
  • Ongoing monitoring and scheduling of safety training certifications for field service technicians.
  • Responsible for sourcing and purchasing equipment and materials for field service technicians.
  • Weekly time entry for field service technicians, including payroll reports and separating work orders.
  • Oversee fleet management for the Calgary Service Division.
  • Assemble invoices for mailing and process inter-company and inter-divisional invoices as required.
  • Handle bank deposits, statements, and collections calls.
  • Generate required service-related reports, review, 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, investigating and resolving inquiries as necessary.
  • Maintain an organized system of filing for both hardcopy and electronic records.
  • General office administration responsibilities, including 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, 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.
  • Exemplary punctuality, ensuring reliable attendance and adherence to scheduled timelines.

Assets:

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

About Black & McDonald Limited:

Black & McDonald Limited 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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