Service Coordinator

Allied Fire Protection • Nashville, TN

67d

About The Position

The Service Coordinator is responsible for a variety of tasks that support the operations of the service department. This includes setting up jobs in Service Trade, monitoring credit approvals, creating electronic and hard folders, and auto-filling information into job scopes for Sales Representatives. The role also involves distributing completed job scopes, preparing contract jobs for the Contract Admin, issuing purchase orders (POs), and entering PO receipts. The Service Coordinator will handle customer service issues related to invoices, research payment discrepancies, and maintain accurate billing notes. Additionally, the position requires running various reports for management and assisting with administrative duties as needed.

Requirements

• High school diploma is required
• Bachelor’s Degree is preferred
• Customer Service Experience
• Purchasing and Purchase Order Experience
• Familiar with/or use of 'AIA' for construction billing

Nice To Haves

• Excellent written and verbal communication skills
• Ability to follow verbal and written instructions
• Detail oriented with excellent organization skills
• Ability to effectively utilize computers and software including Microsoft Office Suite, Computer Ease and other software required by the Company
• Ability to maintain accurate and auditable records
• Ability to work in a fast-paced service/construction team environment
• Attention to detail with emphasis on accuracy and quality
• Ability to prioritize work to balance multiple projects and deadlines

Responsibilities

• Set up jobs in Service Trade
• Monitor credit approval as required (run DNB and check payment history in CE)
• Create Electronic and Hard Folder
• Auto fill information into job scope for Sales Rep to complete
• Distribute completed job scope, service ticket, previous reports, material list, etc.
• Prep Contract jobs before being sent to Contract Admin
• Issue POs
• Enter PO receipts and upload pick tickets to POs
• Request missing invoices and packing slips from vendors
• Process paperwork when returned from Operations Manager
• Invoice jobs in CE
• Send out invoices to customers
• Scan paperwork to put in Electronic folder
• Filing
• Issue credits
• Handle customer service issues on invoices
• Research issues with POs from Accounts Payable
• Research issues from Collections
• Research & Verify under/over or duplicate payments and report back to accounting
• Update billing notes in CE weekly
• Run monthly billing report for PS & PD and give to Managers as needed
• Run active report for meetings
• Run active/inactive report once a week
• Run Unposted Freeform and AIA report 2x a month
• Go over Liens & Notices Report with Managers
• Run Job Cost Detail Report for Managers, if needed
• Run PO status report to see which pick tickets have not been received from field
• Run committed cost report to investigate and clean up old cost on jobs
• Answer phones – 1st back-up on phones and designated days to cover receptionist lunch break
• Backup for other Admin(s), as needed

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Bachelor's degree