Service Coordinator

Position Description

Duties and Responsibilities:

Internal Accounting Software:

• Ability to learn, navigate, and utilize construction accounting software and all adjacent applications of the accounting software

Invoicing:

• Creation and management of work order and agreement invoices

• Managing customer direct billing and customer portal submissions

• Issuing customer credits as needed

• Reviewing and reallocating costs between work orders as appropriate

• Managing and maintaining the WIP (Work In Progress) report for the service department to ensure accuracy and timeliness

• Conducting follow-up with customers regarding past-due invoices through collections process in a professional and timely manner

• Work order close-out procedures, including the review and resolution of committed costs

Administrative:

• Requesting, obtaining, and entering customer purchase orders and signed contracts

• Entering and maintaining Preventative Maintenance Agreement records

• Coordinating the setup of new customers, service sites, and vendors

• Generating and distributing reports for internal and external customer use, including asset health reports and refrigerant usage reports

• Entering and managing internal purchase orders, including the review and approval of vendor invoices associated with service purchase orders

• Processing credit card orders and entering associated charges

• Coordinating subcontract setup, documentation, and ongoing management

• Tracking and maintaining department metrics to support service department performance monitoring.

• Phone backup

Position Requirements

Preferred Knowledge, Experience & Skills Requirements:

• High school diploma or equivalent required; associate degree in accounting, business administration, or related field preferred

• 2+ years of experience in service coordination, billing, or administrative support, preferably within the construction, mechanical, or trades industry

• Experience with construction accounting or ERP software (e.g., Vista, Spectrum, or similar) strongly preferred

• Experience with service dispatch software (e.g., Jobber, Service Trade, Service Titan, or similar) strongly preferred

• Proficiency in Microsoft Office, particularly Excel (sorting, filtering, basic formulas, and report generation)

• Strong organizational skills with the ability to manage multiple priorities and deadlines accurately

• Solid problem-solving abilities and sound judgment in a dynamic, fast-paced service environment

• Excellent written and verbal communication skills, with a professional and customer-focused approach

• High attention to detail and commitment to accuracy and timeliness

• Ability to work independently as well as collaboratively across departments

• Discretion and reliability in handling sensitive customer and financial information

Equal Opportunity Employer

TWEET/GAROT MECHANICAL, INC. IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER