We are seeking a highly organized, customer-focused Service Coordinator to support daily service operations and ensure efficient coordination between customers, field technicians, and internal teams. This individual will be responsible for scheduling service appointments, managing work orders, communicating with customers, and tracking service requests from initiation through completion. The ideal candidate is proactive, detail-oriented, and comfortable working in a fast-paced environment where strong communication, problem-solving, and time management skills are essential. Previous experience in a service-oriented industry, such as facilities maintenance, HVAC, construction, equipment repair, or field services, is preferred.
Key Responsibilities
- Coordinate and schedule service calls, maintenance appointments, and technician assignments.
- Serve as a primary point of contact for customers regarding service requests, scheduling updates, and job status inquiries.
- Create, update, and track work orders to ensure timely completion of service requests.
- Communicate with field technicians to confirm schedules, provide job details, and address changing priorities.
- Monitor service schedules and proactively resolve scheduling conflicts, delays, and customer concerns.
- Prepare service estimates, proposals, invoices, and other job-related documentation as needed.
- Maintain accurate customer records, service histories, equipment information, and work order documentation.
- Coordinate parts, materials, equipment, and vendor resources required for service jobs.
- Follow up with customers after service completion to confirm satisfaction and address outstanding issues.
- Assist with processing purchase orders, tracking expenses, and supporting service department billing.
- Communicate with internal departments, including sales, operations, accounting, and field personnel, to ensure smooth workflows.
- Monitor open service requests and follow up on outstanding work orders to ensure deadlines are met.
- Maintain organized digital filing systems and update service management software with accurate information.
- Identify opportunities to improve scheduling efficiency, customer communication, and overall service delivery.
Qualifications
- 1–3+ years of experience in service coordination, dispatching, scheduling, customer service, or administrative support.
- Previous experience in a service-based industry, such as HVAC, construction, facilities maintenance, equipment repair, or field services, is preferred.
- Strong organizational skills and attention to detail, with the ability to manage multiple service requests simultaneously.
- Excellent written and verbal communication skills.
- Proven ability to provide responsive, professional customer service and resolve issues effectively.
- Proficiency in Microsoft Office, particularly Outlook and Excel.
- Experience with work order management systems, dispatch software, or customer relationship management (CRM) platforms is a plus.
- Ability to coordinate schedules, manage competing priorities, and adapt to changing service needs.
- Strong follow-through and problem-solving skills.
- Ability to work collaboratively with technicians, customers, vendors, and internal teams.
- High school diploma or equivalent required; additional education or relevant technical training is a plus.