Service Coordinator

Maxair Mechanical, LLC•Marietta, GA

22d

About The Position

CMS Controls is seeking a Service Coordinator to organize customer requests, service schedules, work orders, and follow-up. The role helps customers understand what to expect, provides field teams with accurate information, and moves work from the initial request through administrative closeout and billing readiness. The Service Coordinator reports to the Service Manager and works closely with Area Team Leads, technicians, Project Managers, and Account Management. Area Team Leads assign field labor with assistance from the Service Manager; the coordinator maintains accurate scheduling information and communicates confirmed assignments and changes. Success in the role means customers receive accurate updates, technicians have usable work information, schedules reflect confirmed decisions, and open work has a clear status, owner, and next action. Preventive-maintenance and return visits remain visible, while missing documentation and billing information are addressed promptly.

Requirements

Ability to organize competing requests, maintain accurate details, and follow through in a changing service environment.
Clear, professional phone and written communication with customers and field personnel.
Accuracy in work-order, scheduling, and electronic-record administration.
Comfort learning business software and working with shared calendars and electronic records.
Judgment to resolve routine administrative issues and seek technical or management direction when appropriate.
A collaborative approach and ownership of follow-up work.

Nice To Haves

Experience in service coordination, dispatch, scheduling, or operations administration in building automation, HVAC, mechanical services, or another field-service business.
Experience with work-order systems, preventive maintenance, purchase-order requirements, and billing support.
Familiarity with Microsoft 365, BidTracer, Sage, or comparable systems. CMS-specific system knowledge can be developed through training.

Responsibilities

Receive service requests and accurately capture customer, site, equipment, urgency, access, and purchase-order information.
Coordinate service-call and preventive-maintenance scheduling with field leaders and the Service Manager.
Maintain team schedule visibility, identify conflicts, and route assignment questions to the appropriate leader.
Communicate confirmed arrival windows, schedule changes, access requirements, return visits, and next steps to customers and technicians.
Maintain accurate work orders, attachments, schedule notes, and customer and site records.
Coordinate parts and material information, vendor timing, and other administrative prerequisites for scheduled work.
Track return visits, parts-dependent work, and unresolved follow-up until the owner and next action are clear.
Schedule approved preventive-maintenance visits and share delivery information with the Account Coordinator.
Check completed work orders for required administrative information and route missing technical documentation back to field leaders.
Move complete work into the established billing workflow and make aged work, documentation gaps, and billing blockers visible.