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Black & McDonald Limited Service Coordinator in Calgary, Alberta

ABOUT THIS CAREER OPPORTUNITY

Black & McDonald's Alberta Region team is growing! If you are a committed and collaborative professional looking to contribute to a hard-working, innovative team, this opportunity is for you.

Reporting to the Calgary Service Division Manager, the Service Coordinator ensures that the day to day administration tasks for the Calgary Service Division are completed accurately and efficiently. Areas of responsibilities will include accounting, contract billing, service dispatch, and office administration. The Service Coordinator also acts a key contact for both field and office employees in various divisions, as well as clients and vendors; and responds to inquiries and requests in a prompt, efficient and professional manner at all times.

Duties & Responsibilities will include but not limited to:

• Adheres to all Black & McDonald service business process standards (BPS) and policies

• Responsible for service contract administration including renewals

• Prepares documentation pertaining to customer surveys, client review administration and client “EARN” visits

• Enters service contracts into JDE which include: customer and site information, routed equipment, model work orders, contract value and billing schedules

• Responsible for billing service contracts, as per billing schedule; also responsible for billing all work orders; ensures works orders match accordingly with service reports and invoices

• Dispatches and coordinates all daily service calls, project work and preventative maintenance (PM) work orders, ensuring that these are completed in a timely manner

• Manages the on-call scheduling for field service technicians

• Ongoing monitoring and scheduling of safety training certifications for field service technicians

• Responsible for sourcing/purchasing of equipment/materials for field service technicians

• Weekly time entry for field service technicians (includes running the payroll report and separating out each work order)

• Oversees fleet management for the Calgary Service Division

• Assembles invoices for mailing; processes inter-company and inter-divisional invoices as required

• Handles bank deposits, statements and collections calls

• Generates required service related reports (eg. unbilled work order, work order inquiries, service contract inquiries, service contract expiries, deferred revenue, RNV, intercompany, truck stock, truck assignment etc); reviews reports and resolves issues as identified by Finance or the Division Manager

• Issues approved customer credits in a timely manner where applicable

• Responds to customer inquiries in a timely manner; if applicable, investigates and resolves customer inquiries

• Maintains an organized system of filing for both hardcopy and electronic records

• General office administration responsibilities eg. handling office equipment issues, building alarm/security; photocopying, mailing, reception coverage, etc.

• Other duties as assigned

Competency Requirements:

· Change Orientation

· Communicates Effectively

· Continuous Learning

· Customer Focus

· Holds Self and Others Accountable

· Problem-Solving and Innovation

· Teamwork and Collaboration

· Values and Respects Others

Education and Experience:

  • High School diploma with coursework in accounting or bookkeeping.

  • Proficiency in Microsoft Office and scheduling software; experience with JDE is an asset; including high willingness to learn new systems

  • Minimum 5 years of administration/coordinator experience utilizing advanced software applications

Skills and Qualities

  • Strong organizational skills with the ability to multitask and prioritize effectively.

  • Clear and professional communication skills, both verbal and written.

  • Team player dedicated to maintaining a quality work environment.

  • High attention to detail and accuracy in record-keeping and data entry.

  • Customer-focused with a commitment to delivering exceptional service.

  • Must possess exemplary punctuality, ensuring reliable attendance and adherence to scheduled timelines

Assets

  • Office location is in an Industrial area. Reliable transportation to get to work on time is desirable.

  • Previous experience as a Service Administrator/Coordinator in the HVAC industry.

Additional Information

This position is based in our Calgary NE office, industrial area and requires regular in-office attendance during core hours from 8:00 AM to 4:30 PM

Black & McDonald is an equal opportunity employer that welcomes applications from individuals with disabilities. Accommodations are available upon request for candidates participating in the recruitment and selection process.

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