Sales Coordinator

Primary Job Function:

Serve as back up for the service dispatcher as needed to maintain the Service Technicians daily schedules and dispatch the technicians to service calls. Assist in taking incoming customers calls and creating dispatch tickets as service calls are received. Handle dispatch related functions in the service dispatcher’s absence during lunch, breaks, vacation, etc. Maintain customer database with current information. Assistant to the Service Manager, Estimator Manager, Roofing Manager, General Manager, New Construction Manager and Sales Manager.

Required Qualifications:

• Advanced customer service skills.
• Ability to multi-task
• Organized
• Knowledge of industry is recommended but not required

• Computer skills
• High school diploma or general education degree (GED)
• Two years related experience and/or training in customer service, billing, dispatching or project management or equivalent combination of education and experience

Desired Qualifications:

• Geographical knowledge of service area or map reading skills
• Microsoft package proficiency
• Typing proficiency

• Dispatching experience

Essential Functions and Responsibilities:

• Take incoming customer calls.
• Create a dispatch ticket for service calls as received.
• Back-up Service Dispatcher as needed daily.
• Assist Roof Supervisor with Permitting issues as directed.
• Perform permit runs as requested.
• Assist the Estimator manager with his workflow.
• Assist the General Manager with his workflow.
• Assist the Sales manager with his workflow.
• Assist the New construction supervisor with his workflow.
• Type up change orders.
• Send out estimates and convert estimates to invoices.
• Pulling various reports as requested
• Typing as requested forms and documents as requested.
• Sending out bills for the roofing manager
• Maintain customer history files in database.
• File service orders as requested.
• Update service database from service ticket
• Other duties as assigned.
• Establishing and growing new and existing customer relationships by prequalification initiatives with new G. C’s to become an established subcontractor and communicating our service to G. C’s acquiring ITB’s EX: schoolboard bid w/Verdex Boca Le Rieve bit etc.
• New construction system support and effective communication with duct subs.
• Facilitate QuickBooks integration to Service Titan and the transition from QB online to QB Desktop to enable the ability to manage payment process for statements, bills, and returns in Service Titan to export bills and statement to QuickBooks Desktop.
• Set up the ability for payment auto-batching and TSYS settings.
• Facilitated configuration on QuickBooks through Service Titan account switched to export sales tax by line item as per BDR.
• Review and update B.U department structure within Service Titan providing clearer reporting visibility.

• Forward checks and payments to accounting.
• Track all callbacks for the service department by month, by technician as directed if requested.
• Take & schedule incoming sales appointments!
• Assist Comfort Consultants in closing jobs through phone calls, discussion, and showroom assistance.
• Batching, posting,
• Scheduling roof and new construction
• Billing for roof and new construction
• Collecting for roof and new construction
• Report permits to our permit department.
• Monitor timesheet on roofing and new construction
• Assist managers with PO being entered for roofing and new construction.
• Reviewing and revising Service Titan.
• Printing and submitting selected reports to John.
• Onboarding new hires into Service Titan.
• Wex fuel card implementation
• Fleet service management
• Uniform allotment management
• Creating, updating and monthly submission of assigned reports.
• Analyze, upload, and maintain vendor materials into Service titan Pricebook.
• Commercial service workflow, add maintain and update B.U job types etc. to provide a mor accurate job costing data.
• Administering appropriate system access based on position, hourly pay, burden rate calculation, accurate B.U assignment providing for accurate job cost reporting stc.
• Implementation of mandatory onboarding tutorials for office and field new hires. Training using Service Titan tutorial and in person training.
• Establish, configure, update, and maintain Service Titan Marketing Pro module.

Success Factors / Job Competencies:

• Attention to Detail
• Professional Phone Presence

• Ability to switch between tasks smoothly.
• Ability to make clients feel welcomed

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be enabling individuals with disabilities to perform the essential functions.

·         Normal Office environment, with normal temperature exposure and lighting.

·         Use of all five senses, including close vision, distance vision.

• Ability to work in a sitting position in front of a computer screen for up to 8 hours per day.