Job Description

• Coordinate, schedule, and dispatch technicians for installation, startup, warranty, and service-related work.
• Serve as a central point of contact between customers, field technicians, Service Coordinators, and internal stakeholders.
• Communicate work schedules, job details, and updates via email, phone, and text.
• Update technician assignments, job statuses, and service documentation within service management systems.
• Monitor open work orders to ensure timely completion, accuracy, and proper documentation.
• Provide general administrative support to the Service Leader and service team to improve overall department efficiency.

• Process completed work orders and generate accurate customer invoices.
• Support timely billing by tracking service-related accounts payable and accounts receivable.
• Reconcile service charges, labor, travel expenses, and materials prior to invoicing.
• Assist with warranty claims, credits, and manufacturer communications as needed.

• Book and manage technician travel arrangements, including flights, hotels, and rental vehicles.
• Coordinate logistics to ensure technicians have required tools, materials, and documentation before job execution.
• Manage inventory needs and coordinate material procurement for active service projects.

• Serve as backup support to the Service Coordinator as needed.
• Remain cross-trained on service coordination and warranty processes to ensure team coverage.
• Assist with warranty administration, returns, and claims processing when required.

• Conduct post-job customer follow-ups to confirm satisfaction and address concerns.
• Support process improvement initiatives related to scheduling, invoicing, and service workflows.
• Perform additional administrative and support duties as assigned.

• High school diploma or equivalent required; Associate’s degree preferred.
• Minimum of 3 years of experience in general administration, customer service, scheduling, and/or resource management preferred.
• Some level of financial or accounting background, with experience supporting invoicing, billing, expense reconciliation, or accounts payable/receivable.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, and Word.
• Strong written and verbal communication skills, with the ability to interact professionally with customers, technicians, and internal stakeholders.
• Exceptional organizational skills and a high level of attention to detail.
• Ability to manage multiple priorities independently in a fast‑paced, service-oriented environment.
• Flexible and adaptable, with the willingness to provide backup support across coordination and warranty functions.
• Strong interpersonal skills and the ability to collaborate effectively across cross-functional teams.

• Health & Wellness – Medical, dental, vision, and life insurance coverage to support your well-being.
• Financial Security – 401(k) retirement plan with company match and short/long-term disability coverage.
• Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
• Professional Development – Ongoing training opportunities and support for continuing education.