About the Role
We are seeking an experienced and highly organized Service Coordinator to join our industrial refrigeration team. In this role, you will serve as the central hub of our service operations—managing technician schedules, building strong client relationships, coordinating parts and inventory, and keeping our back-office administration running smoothly. If you thrive in a fast-paced environment and take pride in keeping complex operations on track, we want to hear from you.
Key Responsibilities
Scheduling & Dispatch
• Schedule and dispatch field technicians for preventive maintenance, emergency service calls, and installations across customer sites.
• Prioritize work orders based on urgency, technician availability, and geographic efficiency.
• Monitor job progress throughout the day and reassign resources as needed to meet service commitments.
• Maintain accurate records of technician hours, travel time, and job completion status.
Customer Communication
• Act as the primary point of contact for customers, providing timely updates on service call status, scheduling changes, and technician ETAs.
• Respond promptly to inbound calls, emails, and service requests with professionalism and urgency.
• Build and maintain strong relationships with key accounts, addressing concerns and escalating critical issues as appropriate.
• Follow up with customers after service completion to confirm satisfaction and document any outstanding needs.
Parts & Inventory Management
• Coordinate parts ordering and procurement to support technicians in the field, ensuring timely availability for scheduled and emergency jobs.
• Track parts usage, monitor stock levels, and work with suppliers to replenish inventory as needed.
• Verify that parts are accurately charged to the correct work orders and customer accounts.
• Identify opportunities to reduce lead times and improve parts availability for common repair scenarios.
Billing & Administration
• Process and review completed work orders, ensuring accurate documentation of labor, materials, and scope of work.
• Generate and submit customer invoices in a timely manner; follow up on outstanding balances as needed.
• Maintain organized service records, warranty documentation, and equipment history for all customer sites.
• Support the service manager with reporting, data entry, and other administrative tasks as assigned.
Qualifications
• 2–5 years of experience in a service coordination, dispatcher, or operations support role—preferably within HVAC, refrigeration, mechanical, or industrial services.
• Strong organizational skills with the ability to manage multiple priorities in a high-volume environment.
• Excellent verbal and written communication skills; comfortable interacting with both customers and field staff.
• Proficiency with service management software (e.g., ServiceTitan, Salesforce Field Service, Jonas, or similar); experience with ERP systems is a plus.
• Working knowledge of invoicing, work order processing, and basic accounting concepts.
• Ability to read and interpret service and maintenance agreements.
• High school diploma or GED required; associate’s degree or relevant vocational training preferred.
What We Offer
• Competitive salary commensurate with experience
• Comprehensive benefits package including medical, dental, and vision
• 401(k)
• Paid time off and holidays
• Ongoing training and opportunities for advancement within a growing company
• A collaborative team environment where your contributions are valued
How to Apply
Interested candidates are encouraged to submit a resume and brief cover letter describing their relevant experience. We review applications on a rolling basis and will contact qualified candidates to schedule an interview.
We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or veteran status.