Job Description
Job DescriptionSalary: $60,000 - $65,000 DOE
ABOUT US
Air System Maintenance is one of the leading mechanical HVAC maintenance, service, and contracting firms in Kenilworth, New Jersey. We specialize in designed, installed, and maintained the heating, ventilating, and air conditioning systems in large industrial complexes throughout New Jersey, New York, and Pennsylvania. We take pride in staying up to date on all of our certifications and continued education to provide you with the best service every time.
Job Summary:
We are looking for a highly organized and customer-focused Service Coordinator to oversee the scheduling, coordination, and administrative support of service operations. This role ensures smooth communication between clients, technicians, and internal teams while managing work orders, billing, time tracking, and other service-related processes.
Key Responsibilities:
- Schedule and coordinate service appointments, dispatch technicians, and manage work order assignments.
- Serve as the primary point of contact for clients regarding service updates, timelines, and issue resolution.
- Create, track, and close work orders in the service management system (e.g.,Service Fusion and end-client software).
- Process and verify technician timecards, expenses, and material usage related to each job.
- Generate invoices based on completed work orders and ensure timely billing and follow-up.
- Maintain accurate service records, reports, and documentation.
- Communicate effectively with technicians to ensure they have the information and resources needed to complete jobs efficiently.
- Monitor job progress, escalate issues, and support the team in meeting deadlines
- Assist in inventory tracking, vendor coordination, and procurement as needed.
- Support general administrative duties related to service operations.
- Review dated and open work orders and close as needed.
- Maintain the Scheduling Worksheet by transferring entries from the prior month to the current month. Sort information within so that it reflects status of job, etc.
- On a bi-weekly basis, review all invoices with WFP status with Finance.
- Prepare the maintenance and repair work schedule for Technicians. Compile and generate work orders for each job with detailed notes, including information relating to timing and customer contact information.
- Maintain service documentation. Notify Technicians on a weekly basis regarding missing paperwork.
- Update system with details on completed service calls including parts and notes for all locations. Process, invoice and send completed work orders to customers upon request or as needed.
Qualifications:
- Previous experience in service coordination, dispatching, customer service, or administrative roles.
- Strong organizational and multitasking skills with the ability to manage competing priorities.
- Familiarity with work order and service management software
- Basic accounting or billing knowledge preferred.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Excel, Outlook, Word).
- High school diploma or equivalent required; associate or bachelors degree preferred.
Preferred Qualifications:
- Experience in a field service, construction, facilities, or technical services environment.
- Knowledge of billing systems and service documentation best practices.
What We Offer:
- Competitive salary and benefits package.
- Opportunities for professional development and growth.
- Supportive and collaborative team environment.