Service Coordinator

We are seeking an organized, proactive Service Coordinator to oversee scheduling, customer communication, and daily coordination of our kitchen exhaust and grease trap cleaning services. This position requires strong customer service skills, the ability to manage a team, and excellent follow-through to ensure every job is properly scheduled and completed.Key ResponsibilitiesSchedule and coordinate jobs: Manage recurring cleanings, emergency calls, and rescheduled appointments. Assign crews based on availability, job requirements, location, and customer access hoursKeep schedules productive: Plan efficient routes, fill scheduling gaps, and reduce unnecessary travel, overtime, and missed appointmentsDeliver excellent customer service: Respond promptly to calls and emails, confirm appointments, provide updates, and resolve concerns professionallyManage the scheduling and customer service team: Assign daily tasks, monitor performance, train employees, and hold team members accountable for timely follow-up and accurate workPrepare crews for each job: Confirm access instructions, scope of work, site contacts, equipment needs, and any special customer requirements before dispatchTrack jobs through completion: Monitor crew progress, address delays, and ensure service reports, photos, and required paperwork are submittedMaintain customer records: Keep service frequencies, contact information, job notes, and scheduling details accurate in ServiceTrade and other company systemsCoordinate follow-up work: Communicate deficiencies and repair needs to the appropriate team, track outstanding quotes, and identify opportunities to offer additional servicesSupport billing: Ensure completed jobs and documentation are ready for invoicing and communicate changes or additional work to the accounting teamReport to management: Provide regular updates on upcoming work, overdue services, customer complaints, crew capacity, and team performanceQualificationsExperience in scheduling, dispatching, or service coordination; experience with cleaning, plumbing, HVAC, or other field service businesses preferredExcellent phone etiquette, written communication, and customer service skillsExperience supervising employees and managing competing prioritiesStrong attention to detail and ability to solve scheduling problems quicklyComfortable using CRM software, scheduling systems, email, and spreadsheets. ServiceTrade experience is a plusAbility to coordinate evening and overnight service schedules and respond to time-sensitive issuesWhat Success Looks LikeJobs are scheduled on time with the correct crew and clear instructionsCustomers receive prompt responses and proactive updatesMissed appointments, scheduling errors, and overdue cleanings decreaseTeam members understand their responsibilities and complete their follow-upsCompleted jobs are documented accurately and ready for billingManagement receives clear reporting without needing to chase updatesBenefits Health Insurance Vision and Dental insurance Sick time in accordance with state law 401K Commuter plan benefit