Service Department Coordinator

Job Description

Job Description

About VIP Systems

VIP Systems is a premier South Florida systems integrator specializing in electrical and low-voltage technology solutions for luxury residential, multifamily, commercial, and mixed-use developments. We design, install, and service advanced building technologies, including structured cabling, access control, video surveillance, networking, audio-visual, intercom, and integrated security systems.

Our Service Department is committed to providing responsive, professional support that keeps our clients' systems operating at peak performance.

Position Overview

VIP Systems is seeking a highly organized and customer-focused Service Department Coordinator to oversee the daily operations of our electrical and low-voltage service department.

This role serves as the central point of coordination between customers, service technicians, vendors, and internal teams. The Service Department Coordinator is responsible for managing incoming service requests, scheduling and dispatching technicians, coordinating materials, tracking work orders, and ensuring every service call is completed efficiently and documented accurately.

The ideal candidate thrives in a fast-paced environment, enjoys solving scheduling challenges, communicates professionally, and takes pride in delivering outstanding customer service.

Key Responsibilities
Service Coordination & Dispatch

• Receive and process service requests via phone, email, and customer service portals.
  
• Create, prioritize, and manage service tickets from initiation through completion.
  
• Schedule and dispatch technicians based on location, availability, expertise, and service priority.
  
• Coordinate technician arrival times with customers, property managers, and facility personnel.
  
• Monitor daily schedules and adjust assignments as priorities change.
  
• Respond quickly to emergency and high-priority service requests.
  

Customer Communication

• Serve as the primary point of contact for service customers.
  
• Provide timely updates regarding technician arrival times, work progress, and service completion.
  
• Coordinate return visits when additional materials, approvals, or follow-up work are required.
  
• Maintain professional, responsive, and courteous communication throughout the service process.
  

Work Order Management

• Track all open service tickets to ensure timely completion.
  
• Collect technician service reports, labor hours, photographs, and material usage.
  
• Review service documentation for completeness and accuracy before closing work orders.
  
• Maintain accurate customer, equipment, and service history records.
  

Estimating & Administrative Support

• Prepare service proposals, quotations, and work orders.
  
• Coordinate purchasing and delivery of materials required for service calls.
  
• Assist with warranty claims, manufacturer support requests, and replacement equipment coordination.
  
• Support invoicing by verifying labor, materials, and service documentation.
  

Team Coordination

• Work closely with Project Managers, Service Technicians, Accounting, Vendors, and Company Leadership to ensure efficient service delivery.
  
• Help improve departmental workflows, scheduling efficiency, and customer satisfaction.
  
• Perform general administrative and operational support duties as needed.
  

RequirementsRequired Qualifications
Experience

• Minimum 2 years of experience in service coordination, dispatching, construction administration, customer service operations, or a similar role.
  
• Experience with electrical, low-voltage, security, access control, CCTV, audio-visual, or commercial construction companies is highly preferred.
  

Technical & Administrative Skills

• Experience scheduling and dispatching field service technicians.
  
• Strong understanding of service workflows, work orders, and customer support processes.
  
• Ability to prepare professional service proposals, work orders, and customer correspondence.
  
• Experience coordinating materials, vendors, and equipment deliveries.
  

Software Skills

• Proficiency in Microsoft Outlook, Word, and Excel.
  
• Experience with Pro core, service management software, CRM platforms, or construction management systems is preferred.
  

Professional Skills

• Excellent organizational and multitasking abilities.
  
• Strong customer service and relationship management skills.
  
• Outstanding written and verbal communication.
  
• Ability to prioritize multiple service requests in a fast-paced environment.
  
• Detail-oriented with excellent follow-through.
  
• Reliable, self-motivated, and able to work independently while collaborating with a team.
  
• Bilingual English and Spanish is a plus.
  

Preferred Qualifications

• Experience dispatching field service technicians.
  
• Service proposal and work order preparation.
  
• Technician scheduling and workload management.
  
• Reviewing technician labor, service reports, and documentation.
  
• Material purchasing and inventory coordination.
  
• Warranty administration and manufacturer support.
  
• Electrical or low-voltage service operations.
  
• Experience with Pro core or similar service and project management platforms.
  
• Basic understanding of structured cabling, access control, CCTV, networking, intercom, and audio-visual systems.
  

BenefitsWhy Join VIP Systems?

At VIP Systems, our Service Department is essential to maintaining long-term relationships with our clients. As the Service Department Coordinator, you'll play a key role in ensuring every service request is handled professionally, efficiently, and with exceptional attention to detail.

You'll work alongside experienced technicians and project managers while supporting some of South Florida's most prestigious residential and commercial properties. We value teamwork, accountability, continuous improvement, and a commitment to delivering an outstanding customer experience.

Benefits

• Competitive salary based on experience
  
• Full-time, year-round employment
  
• Paid holidays and paid time off (PTO)
  
• Professional training and career development opportunities
  
• Supportive, collaborative work environment
  
• Long-term career growth within a growing company