Commercial Hvac Client Coordinator/Dispatch

Job Title: Client Coordinator

Department: Operations

Reports to: Service Manager

FLSA: Hourly

COMPANY COMPENSATION

• Salary range $21/hr. - $27/hr.
• Total compensation potential adds an additional $250/month.
• This pay range is based on experience, skill set, and geographic location.
• You get paid every Friday and we understand that family comes first!

LOCATION: Charleston, SC

COMPANY BENEFITS

401k 5% match | Health Insurance | FSA |Dental Insurance| Vision Insurance | Community Service opportunities | Travel allowance | Company Phone | Counseling services | Financial planning services | Discount on your gym membership | Marriage retreats

SUMMARY

The Client Coordinator will deliver exceptional customer service to TCS internal clients (technicians) and external clients by driving and directing operations team to understanding client commitments are met in a timely and profitable way. This team member will interface with service team and accounting to ensure accurate and prompt billing. Assist in drive spot sales for company along with service team and provide assistance to the Management team as required in an effort to maximize departmental efficiency.

PRIMARY RESPONSIBILITIES

• Manage incoming calls and efficiently coordinate resolution of customer requests.
• Create and manage work schedules for technicians, ensuring timely resolution to service calls, repairs, and PMs.
• Determine and dispatch the proper technicians to calls, based on skill levels.
• Manage, maintain, and update the Comprehensive Client Record for each customer in BuildOps.
• Maintain a live dispatch board, keeping technicians’ schedules full for one week out
• Be able to change course and make schedule alterations on the fly as is needed to keep customer commitments.
• Approve technician time daily, track PTO, and submit payroll weekly.
• Audit visits daily to ensure jobs are completed appropriately and corrected as required.
• Monitor call backs and notify the Service Manager promptly for follow up.
• Coordinate and Schedule repairs
• Assist the Service Coordinator in driving SPOT revenue, and completing SPOT Opportunities
• Reconcile Technician Credit Card purchases and submit to accounting for processing monthly.
• Issue Purchase Orders for truck stock and tools as required.
• Assist Supervisors in finding OJT opportunities for technicians, and track accordingly
• Maintain accurate and complete records relative to maintenance contracts, sport work, and repairs.
• Maintain an up-to-date phone list, fleet vehicle list, and vehicle maintenance logs for the Service Team
• Reach out to vendors to obtain pricing and availability on parts for all makes and models of HVAC equipment.
• Create and price up accurate and profitable Quotes for customers.
• Place and receive orders from vendors for approved Quotes and covered Repairs.
• Audit and fulfill POs accurately for all received parts.
• Manage and maintain an accurate list of parts that have and have not been received.
• Update customers as to the status of parts, quotes, and scheduling as needed.
• Manage business processes to facilitate accurate and timely reporting to accounting.
• Provide support for any special projects as assigned that may or may not become part of this position's primary responsibilities.

KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS

• Associate degree, Technical/Business or equivalent, preferred.
• 1-2 years HVAC dispatch experience
• High school diploma or GED equivalent, required.
• Excellent interpersonal skills
• Good written and verbal communication skills
• Ability to multi-task
• Ability to work in a fast-paced team environment
• Computer proficiency
• Working knowledge of the Microsoft Suite (i.e., Word, Excel, Outlook)
• Organization and time management skills
• Problem-solving mindset
• Strong work ethic

WORKING CONDITIONS

Working conditions consist primarily of an office environment and infrequently those typical for the field of HVAC which may include exposure to weather conditions and require a limited level of physical activity. Job may require occasional weekend and/or evening work.

APPROVAL/ACKNOWLEDGEMENT

This document is intended to describe the general nature and level of work being performed by employees assigned to this classification. It is not to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified. It is not intended to act as a contract or formal agreement between any position incumbents and Total Comfort Solutions, and in no way modifies the employment-at-will arrangement.