HVAC Service Coordinator

About the role

The Thermal (HVAC) Service Coordinator works with the Thermal Service and Service Sales Departments providing support for all Thermal Services matters including backup dispatcher coverage. This coordinator assists the dispatching coordinators by handling administrative tasks including handling the phones, scheduling work and creating customer appointments. This is a high-paced department with ever changing developments that requires working and communicating with all levels of an organization, requires high attention to detail, accurate and timely delivery of information while assisting with multiple responsibilities. Come work for a nationally certified Great Place To Work Company since 2018!

Responsibilities

• Backup dispatcher for Thermal Service Technicians when needed
• Answering the Thermal Service customer line and create customer service appointments via the company ERP, Acumatica
• Confirm scheduled work for the week, maintain and organize service documents and job folders
• Review customer service contracts for accuracy between company’s CRM, HubSpot, the Sales Manager and the live contract list
• Update equipment listing and correct anything that is out of date or incorrect
• Follow-up with the Service Sales department to make sure bookings are up to date
• Manage the Company’s thermal cooling manufacture’s portal (Vertiv) including handling Service Requests in their EBS (Alice) when a Vertiv call comes in
• Collaborate with dispatchers to get Vertiv repairs, maintenance and service calls scheduled
• Run, review and update the Vertiv open call list
• Run financial reports, work with Thermal Service Director and Senior Service Manager to assess general health of the service department
• Grow a basic understanding of the Thermal Service Departments responsibilities with the expectation of growth

Requirements

• High School Diploma is required, some college preferred
• One year of dispatching experience required, HVAC/Mechanical dispatching experience preferred
• Prior experience working with Service Customers
• Excellent phone etiquette experience including active listening and patience
• Experience working in a fast-paced and demanding service environment
• Experience working under pressure, with multiple deadlines and within a high-paced team environment
• Strong attention to detail and organizational skills
• Good time management skills
• Proficient with Microsoft Office Suite – Excel, Word, Outlook,
• Experience working with CRM and ERP systems
• Ability to travel to the Centennial, CO office 3 out of 5 days a week

Skills

• Customer Service
• Communication
• Initiative
• Dependability
• Sense of Urgency

Benefits

• A fully company funded Employee Stock Ownership Plan (ESOP) retirement plan
• 401(k) Retirement Program and Company Match
• Medical & Prescription Drug
• Dental
• Voluntary Vision
• 15 Paid Time Off days, 5 Volunteer Paid Time Off and 10 Holidays per calendar year
• FREE Short & Long-Term Disability
• FREE Basic Life/AD&D
• Voluntary Supplemental Life insurance