Service Administrator Coordinator - Remote

Alpine Mechanical Services, LLC provides revolutionary HVAC services to our retail and multi-site commercial client s across major metropolitan areas. The services we provide, including our quality maintenance and service programs, increase your commercial property or facility's HVAC efficiency and reliability while decreasing service, repair and energy costs.

Alpine Mechanical Services' self-performing HVAC maintenance programs serve retail chains and multi-site commercial properties in 13 states throughout the East Coast.

Position Summary

The focus of this position is to assist the Senior Service Coordinators to ensure the flow of information between our retail customers and our field technicians in order to facilitate all work orders.

Essential Duties And Responsibilities

Management reserves the right to assign or reassign duties and responsibilities to this job at any time.

• Works with the Senior Service Coordinator to maintain “Warranty Part/ Problem Parts Log” which tracks wrong parts, returned parts, damaged parts, warranty parts and credits issued. Updates log as workorders move and tracks parts to ensure they are returned in a timely manner. Once parts are returned, confirm credit is issued and update log. If no return is needed, update log. Update accounting as to end result may at times need to act as a Service Coordinator and or Service Parts Coordinator and take on the duties and responsibilities of that position.
• Assist Senior Service Coordinator to Coordinate jobs with malls and crane companies and other rental equipment as required.
• Responsible for entering Purchase Orders.
• Assist Senior Service Coordinator, when necessary, communicating schedule, dispatch and job scope information to technicians to ensure that they know all pertinent information. Discuss repairs with technicians to ensure they have all the information and parts needed to complete scheduled work. Also communicates warranty part instructions.
• Supports Service Department Staff by providing assistance when necessary.
• Assist Senior Service Coordinator, when necessary, by communicating schedule information and job status information to customers in order to keep them informed on the status of their repairs/service calls.
• Assist with answering incoming calls from the field technicians on the service loop.
• When performing Closeouts, must determine if a follow-up or return visit is required. Enter all information required, and re-open work ticket as needed.
• Works with the Senior Service Coordinator by checking all technician work orders and tracks the number of working hours per technician per day, and making adjustments as necessary.
• Responsible for completing service ticket closeouts by reviewing service tickets and work orders, checks that the information entered is complete and correct and whether or not the work is complete, updates as needed. Entering any new equipment and filter information as necessary. Ensure proper PM schedule information is entered. Close service tickets upon completion of work. Also takes care of any follow up information or forwards it to the appropriate technician.
• Responsible for confirming technician payroll hours prior to entry and reviews payroll reports and GPS to payroll reports with the Senior Service Coordinator prior to final submission.
• Works with Senior Service Coordinator to ensure the dispatch board is being managed and technician statuses are updated with the use of GPS and software analytics.
• Assist Senior Service Coordinator with confirming next day schedules as directed by the Senior Service Coordinator when necessary. Confirming schedules includes: calling customer sites, malls, facilities managers and vendor meets.
• Assist Senior Service Coordinator with issuing Purchase orders.

Note: This job description reflects the general duties of the job, but is not a detailed description of all duties. Other reasonably related additional duties may be assigned as necessary.

Minimum Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Valid driver’s license.
• Experience: Minimum 3-5 years of experience working in a service industry, with requests from business accounts is required. Experience in the service side of commercial HVAC or other similar service industry required.
• Successful completion of criminal background check and drug screen.
• Education: High School graduate, or GED required.

Other Requirements: Must be very organized, able to work in a fast-paced environment and work under pressure. Must have extensive computer experience, ability to handle multiple tasks, and strong phone skills. Must be able to multi-task and be a team player.

Specialized Knowledge, Licenses, etc: Strong knowledge of Microsoft Word, Excel, Outlook, databases.

Equipment Used: Computer, phone, copier, fax, scanner.

Physical Requirements: Bending. Reaching into cabinets. Typing. Holding phone.

Supervisory Responsibility: n/a

Alpine, a Helios company compensation reflects the cost of labor across several US geographic markets. The base pay for this position ranges from $18.00 in our lowest geographic market up to $22.00 in our highest geographic market. Pay is based on a number of factors including market location and may vary depending on job-related knowledge, skills, and experience. Helios’s compensation may also include annual bonus, commissions, equity, sign-on payments, as part of a total compensation package, in addition to a full range of medical, financial, and/or other benefits.