Service Coordinator/Dispatcher

Albireo Energy•San Diego, CA

About The Position

This position will ensure customer expectations and commitments are met through effective communication with our customers, providing support and information, prioritizing service calls and direct coordination with field employees. Coordinate and dispatch BMS service technicians for preventative maintenance, service calls, troubleshooting, and emergency requests. Schedule recurring maintenance visits and manage customer service requests. Serve as a primary point of contact for customers regarding scheduling, service updates, technician coordination, and work order status. Proactively follow up with customers to ensure service expectations and commitments are met. Prioritize and coordinate technician schedules based on customer needs, urgency, and resource availability. Create and manage service calls, purchase orders, customer updates, and operational documentation within ERP/service management systems. Support scheduling and coordination for service projects, small jobs, and quoted work as needed. Coordinate with subcontractors, vendors, and internal teams to support service operations. Assist with material procurement, vendor coordination, and service-related administrative support. Prepare T&M and Service Contract invoicing and assist with billing-related activities. Coordinate with Service Managers, Accounting, and Operations teams regarding contract documentation, approvals, billing, and customer requests. Assist with collections support, invoice follow-up, and customer account coordination as needed. Monitor technician timesheet submissions and follow up on missing or incorrect information. Maintain accurate customer records, scheduling updates, and operational documentation. Support monthly reporting, forecasting, and operational tracking processes. Provide administrative and operational support to the Service and Operations teams as needed. Deliver a high level of customer service while supporting multiple priorities and deadlines.

Requirements

Associate degree in Business, Administration, Construction Management, or related field preferred
2+ years of experience in service coordination, dispatching, customer service, or operations support preferred
Experience within HVAC, Building Automation Systems (BAS/BMS), mechanical contracting, construction, or related industries strongly preferred
Strong organizational, multitasking, and time management skills
Excellent written and verbal communication skills
Ability to work independently, prioritize tasks, and adapt to changing business needs
Proficiency with Microsoft Office and ERP/service management systems required
Experience with Dynamics AX, D365, or similar ERP systems preferred
All offers of employment are contingent upon successful completion of applicable pre-employment screenings, which may include a background check and drug screening, conducted in accordance with applicable federal, state, and local laws.
Positions where driving is an essential function will also require a satisfactory Motor Vehicle Record (MVR).
Candidates must be authorized to work in the United States.

Nice To Haves

Associate degree in Business, Administration, Construction Management, or related field
2+ years of experience in service coordination, dispatching, customer service, or operations support
Experience within HVAC, Building Automation Systems (BAS/BMS), mechanical contracting, construction, or related industries
Experience with Dynamics AX, D365, or similar ERP systems

Responsibilities

Coordinate and dispatch BMS service technicians for preventative maintenance, service calls, troubleshooting, and emergency requests
Schedule recurring maintenance visits and manage customer service requests
Serve as a primary point of contact for customers regarding scheduling, service updates, technician coordination, and work order status
Proactively follow up with customers to ensure service expectations and commitments are met
Prioritize and coordinate technician schedules based on customer needs, urgency, and resource availability
Create and manage service calls, purchase orders, customer updates, and operational documentation within ERP/service management systems
Support scheduling and coordination for service projects, small jobs, and quoted work as needed
Coordinate with subcontractors, vendors, and internal teams to support service operations
Assist with material procurement, vendor coordination, and service-related administrative support
Prepare T&M and Service Contract invoicing and assist with billing-related activities
Coordinate with Service Managers, Accounting, and Operations teams regarding contract documentation, approvals, billing, and customer requests
Assist with collections support, invoice follow-up, and customer account coordination as needed
Monitor technician timesheet submissions and follow up on missing or incorrect information
Maintain accurate customer records, scheduling updates, and operational documentation
Support monthly reporting, forecasting, and operational tracking processes
Provide administrative and operational support to the Service and Operations teams as needed
Deliver a high level of customer service while supporting multiple priorities and deadlines