Building Services and Office Coordinator
The Service and Office Coordinator is responsible for supporting the day-to-day operations of the Building Services Department by efficiently managing technician scheduling, work order processing, customer communication, and coordination with internal departments. This role plays a vital part in ensuring high-quality service delivery, timely billing, and customer satisfaction. Essential Functions
- Assist the Service Manager with scheduling technicians for all service-related work, including emergency calls, maintenance contracts, and small jobs, including field time entry
- Maintain the on-call schedule and ensure proper resource allocation based on technician skill level and job requirements
- Open, update, and track all work orders (WOs) and preventive maintenance (PM) reports to ensure timely and accurate completion
- Monitor Build Ops work orders and verify completion by both lead and non-lead technicians
- Ensure all WOs include proper material entries, summaries, technician notes, and invoice approvals
- Assist with identifying and resolving issues preventing timely WO closure and billing
- Maintain a working understanding of service software tools and generate necessary reports
- Review all PMs to monitor labor and material costs and support accurate documentation for service history and performance tracking
- Verify that invoicing and material usage are properly reflected in WO documentation
- Provide professional, timely communication to customers regarding service status, follow-ups, and repairs
- Track customer POs through platforms such as Ariba, Corrigo, etc.
- Follow up with customers on unapproved repair quotes within one week of issuance
- Address customer complaints or concerns promptly, escalating to management when necessary
- Resolve AR and invoice issues in collaboration with the accounting team
- Approve technician expenses and parts/material invoices for reimbursement and billing
- Assist with resolving discrepancies in labor, materials, or invoicing entries
- Communicate regularly with the Operations and Service Managers regarding workload, resource allocation, customer concerns, unbillable work, and any issues affecting service operations
- Coordinate with other departments (sales, projects, ATC, accounting, etc.) to promote cooperation and workflow efficiency
- Support vehicle tracking, tool control, and ordering of office supplies or technician uniforms as needed
- Other duties as assigned
- Minimum 3 years’ experience in an office setting required
- Minimum High School Diploma required
- Proficient with Excel, Word and Outlook
- Prior experience with BuildOps software, a plus
- Strong aptitude for quality and efficiency
- Must be energetic, self-starter, and have a high sense of urgency
- Proven ability to juggle multiple high priority tasks
- Excellent communication (written & verbal) skills
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