Annual Services Coordinator

Sunbelt Fire•Fairhope, AL

9h•Hybrid

About The Position

The Annual Services Coordinator is responsible for coordinating and executing all aspects of the annual service program, including scheduling, quoting support, and customer communication. This role focuses on ensuring timely, accurate, and efficient delivery of annual service work, supporting both internal teams and customers to drive retention and service growth. This is a highly process-driven, detail-oriented role that ensures calendars, parts, and technicians are aligned to deliver a great customer experience.

Requirements

Naturally structured and thrives in keeping things organized and on schedule
Strong sense of urgency without sacrificing accuracy
Enjoys coordinating moving parts and supporting team success
Customer-focused with a desire to deliver a great service experience
Entry level candidates with strong organizational and administrative skills are encouraged to apply
1–3 years of experience in coordination, administrative support, customer service, or service operations preferred
Highly detail-oriented with strong organizational and time management skills
Ability to manage multiple priorities, schedules, and deadlines simultaneously
Strong communication skills with the ability to interact professionally with customers, technicians, and internal teams
Process-driven mindset with a focus on accuracy and follow-through
Comfortable working in a fast-paced, team-oriented environment
Proficient in Microsoft Office (Excel, Outlook, Teams); ability to learn new systems quickly
Demonstrates ownership, accountability, and a proactive approach to problem-solving

Nice To Haves

Experience working in a service-based, scheduling, or parts/service environment is a plus
Familiarity with CRM or scheduling systems (e.g., Salesforce, SharePoint) is helpful but can be trained

Responsibilities

Coordinate Scheduling of pump tests, preventive maintenance (PM), and other annual service work
Maintain and manage service calendars (Pump Test and PM) in SharePoint or designated systems
Ensure all scheduled services are properly assigned and communicated to technicians and service leadership
Proactively manage scheduling conflicts and adjust plans as needed to meet customer commitments
Prepare and deliver quotes for annual services based on defined pricing and templates
Support quoting of multi-year (3+ year) service contracts with speed and accuracy
Assist Territory Managers and Service leadership with service contract pricing and details
Track and manage opportunities generated from prior year service work
Ensure all opportunities are entered and maintained in Salesforce
Serve as a primary coordination point for customers regarding scheduling and service details
Respond to customer inquiries related to annual services in a timely and professional manner
Ensure customers are properly informed of upcoming services and any schedule changes
Support efforts to renew and retain annual service contracts
Work closely with the Parts Department to ensure required parts are available ahead of scheduled service
Communicate service requirements clearly to technicians and service managers
Coordinate across departments to ensure readiness for scheduled work
Support the Annual Services program by identifying upcoming renewals and service opportunities
Assist in preparing service contract packages and supporting materials
Work with Territory Managers and leadership to ensure consistent pricing and offerings
Maintain accurate records of customer service agreements and history
Maintain accurate records in Salesforce, SharePoint, and other systems
Ensure calendars, opportunities, and customer records are up to date
Track key service milestones, renewals, and follow-ups
Support new truck service contract setup and coordination
Assist with service-related reporting and tracking as needed
Complete special projects as assigned by management