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. The role involves coordinating and dispatching BMS service technicians, managing customer service requests, and serving as a primary point of contact for customers regarding scheduling, service updates, and work order status. The Service Coordinator/Dispatcher will proactively follow up with customers, prioritize technician schedules, and create/manage service calls, purchase orders, and operational documentation within ERP/service management systems. Additional responsibilities include supporting service projects, coordinating with subcontractors and vendors, assisting with material procurement and administrative tasks, preparing invoicing, and collaborating with internal teams on contract documentation and billing. The role also involves assisting with collections, monitoring technician timesheets, maintaining accurate records, and supporting reporting processes. A high level of customer service is expected while managing 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
Candidates must be authorized to work in the United States.

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