Service Coordinator

Hoffman Mechanical Solutions - Greensboro, NC

Full-time - Entry Level

Greensboro, NC

About the position

The Service Coordinator will provide customer service and high-level administrative support to the Service Department by providing support, purchasing materials, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging travel, scheduling training and meetings, and serve as back-up accounting support.

Responsibilities

• Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database or presentation software.
• Review, interpret, and analyze service reports and prepare for billing.
• Set up and book new service agreements and renewals.
• Generate and send out monthly service agreement invoices.
• Interact with both internal and external customers.
• Issue invoice credits as needed.
• Process work order cost transfers.
• File vendor invoices as needed. Review vendor invoices for work orders that can be billed.
• File service tickets on HBT server. Close work orders and file invoices after billing.
• Review open work order reports and prepare work orders for billing.
• Assist with subcontractor pre-approval process.
• Perform general office duties, such as ordering supplies, maintaining records management database systems.
• Open, sort and distribute incoming correspondence, including faxes and email.
• Make travel arrangements for techs when needed.
• Provide administrative support to service technicians.
• Provide information when needed that can be used for managerial reports, financial statements, strategic planning and decision-making.
• Perform basic bookkeeping services (setting up new customers, service agreements, and vendors, processing time sheets, etc.).
• Support the accounting team and serve as back up for the Accounting Asst when/if time allows.
• Other duties may be assigned as required.

Requirements

• 3-5 years of work experience in a related field.
• HVAC/BAS Service industry experience preferred.
• Service management or accounting system experience a plus.

Benefits

• 100% employee-owned through an Employee Stock Ownership Plan (ESOP).
• 401(k) options for employee contributions.
• Medical insurance.
• Dental insurance.
• Vision insurance.
• Life insurance.
• Paid Time Off (PTO).