Service Coordinator

Allied Signs • Vineyard, UT

53d • Onsite

About The Position

The Service Coordinator is responsible for overseeing the daily operations and workflow of the Service Department. This role manages service intake, scheduling, technician coordination, subcontractor assignment, invoicing, collections, client portal compliance, purchasing, and internal reporting. The Service Coordinator serves as the central communication hub for customers, technicians, subcontractors, accounting, and leadership to ensure efficient, accurate, and timely service delivery.

Requirements

• 3+ years of experience in management, administrative operations, facilities coordination, or leadership roles.
• Strong planning and organizational skills with the ability to manage multiple priorities simultaneously.
• Proficiency in Google Workspace and QuickBooks; comfort with spreadsheets, and basic digital communication tools.
• Professional, friendly communication style and strong customer service mindset.

Nice To Haves

• Corrigo, Vixxo, ServiceChannel, or Umbrava experience is a plus.

Responsibilities

• Receive and respond to all incoming service requests via phone and email.
• Assess service needs, determine urgency levels, and initiate appropriate workflow responses.
• Provide clients with scheduling details, project updates, delays, and completion confirmations.
• Maintain clear, consistent, and professional communication throughout the full service lifecycle.
• Build and manage daily and weekly service schedules for all service technicians.
• Adjust schedules proactively based on technician availability, time-off approvals, or changes in job scope.
• Coordinate job details, including scope of work, site access instructions, safety requirements, and client expectations.
• Ensure technicians have the required sign-off sheets and adhere to client-specific IVR check-in/check-out processes.
• Monitor technician updates regarding late arrivals, early departures, or schedule conflicts and update schedules accordingly.
• Prepare and submit all service department invoices accurately and on time.
• Validate invoice details against Corrigo documentation, confirming accurate labor, materials, notes, and photos.
• Perform collections follow-up for past-due service invoices and maintain communication with clients regarding outstanding balances.
• Collaborate with accounting to resolve billing discrepancies or client inquiries.
• Update and manage required client portals
• Upload all required documentation
• Ensure submissions meet each portal’s compliance standards and deadlines to prevent delays in payment.
• Price and quote service jobs using the standard Service Supplies Price Sheet for everyday materials such as LEDs, lamps, and ballasts.
• Assist with estimating larger or more complex service projects as needed.
• Create and issue purchase orders (POs) for service materials and subcontractor work.
• Verify materials are ordered, received, and available prior to scheduled service jobs.
• Source subcontractors when internal technicians are unavailable or when job scope requires specialized support.
• Communicate job details, scheduling information, and client requirements to subcontractors.
• Issue and manage subcontractor POs and track associated costs.
• Collect all required documentation upon job completion, including notes, photos, and sign-offs.
• Prepare and distribute a monthly service memo to technicians, including operational updates, performance reminders, policy updates, and upcoming expectations.
• Prepare and send a weekly service report to leadership summarizing service call volume, completion metrics, and open and pending work.
• Perform regular Corrigo system syncs to maintain accurate service and billing data.

Benefits

• 8 Paid Holidays
• 40 Hours of PTO (with additional PTO available based on tenure and policy)
• Company-Paid Life Insurance
• 401(k) with 25% Company Match
• Health Insurance via PeopleKeep ICHRA (flexible reimbursement for employee-selected plans)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed