Service & Project Coordinator (FLS)

Albireo Energy • San Diego, CA

4h

About The Position

The Service & Project Coordinator (FLS) role involves coordinating and dispatching Fire & Life Safety technicians for various service needs, including service calls, preventative maintenance, inspections, and emergency requests. This position also involves scheduling recurring maintenance visits, managing customer service requests, and acting as a primary point of contact for customers regarding scheduling and service updates. The role supports Fire & Life Safety projects from booking through closeout, assisting with setup, scheduling, manpower and subcontractor coordination, and project tracking. Key responsibilities include creating and managing service calls, purchase orders, customer updates, and project documentation within ERP/service management systems. The coordinator will also support material procurement, vendor communication, and prepare T&M and Service Contract invoicing, collaborating with various internal teams like Operations, Project Managers, and Accounting. Additionally, the role assists with collections support, cash application coordination, and generating essential project documentation within Dynamics AX/D365. Monitoring technician timesheets, assisting with monthly forecasting and reporting, and supporting project closeout documentation are also crucial aspects of this position. The role requires maintaining accurate records and providing administrative and operational support to ensure a high level of customer service while managing multiple priorities.

Requirements

• 2+ years of experience in service coordination, dispatching, project coordination, or operations support 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
• Candidates must be authorized to work in the United States.

Nice To Haves

• Associate degree in Business, Accounting, Construction Management, or related field preferred
• Experience within HVAC, Fire & Life Safety, construction, mechanical contracting, or related industries strongly preferred
• Experience with Dynamics AX, D365, or similar ERP systems preferred
• Understanding of construction billing, AIA invoicing, and project coordination processes is a plus

Responsibilities

• Coordinate and dispatch Fire & Life Safety technicians for service calls, preventative maintenance, inspections, 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, and coordination
• Proactively follow up with customers to ensure service expectations and commitments are met
• Support Fire & Life Safety projects from booking through closeout
• Assist with project setup, scheduling, manpower coordination, subcontractor coordination, and project tracking
• Create and manage service calls, purchase orders, customer updates, and project documentation within ERP/service management systems
• Support material procurement, subcontractor coordination, and vendor communication
• Prepare T&M and Service Contract invoicing and assist with billing-related activities
• Coordinate with Operations, Project Managers, Accounting, and Service teams regarding contracts, approvals, change orders, and billing requirements
• Assist with collections support, cash application coordination, and invoice follow-up as needed
• Generate Purchase Orders, Subcontracts, Change Orders, and goods receipt documentation within Dynamics AX/D365
• Monitor technician timesheet submissions and follow up on missing or incorrect information
• Assist with monthly forecasting, reporting, accruals, and operational tracking processes
• Support project closeout documentation including warranty letters, as-builts, and final project documentation
• Maintain accurate customer, scheduling, and operational records
• Provide administrative and operational support to Service and Operations teams as needed
• Deliver a high level of customer service while supporting multiple priorities and deadlines

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Basic Life Insurance
• Voluntary Life Insurance
• Short Term & Long Term Disability
• Paid Vacation
• Paid Sick Time
• Paid Holidays
• 401K with Company match

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree