Service Coordinator

Job Title: Service Coordinator Job Location: Holbrook NY Operating Company: Cardinal Controls Systems FLSA Status: Exempt Salary Range: $80-100k About: Cardinal Controls Systems - A member of the AIR Control Concepts family. Check out our website: Cardinal Control Systems Inc - Home Page Job Description: The Service Coordinator has a critical role responsible for ensuring the company’s service department and system/equipment startups run smoothly. In addition, this role ensures that all service calls are tracked and invoiced correctly as well as ensuring administrative compliance, i.e. scheduling, customer notification, follow-up visits, material order processing, contract requirements. This position also handles all incoming service calls for the company, ensuring detailed notes and requirements are provided to the technicians for delivery of excellent customer service. Essential Duties and Responsibilities: Coordinate the day-to-day operations of the service technician team. This includes efficiently receiving information, scheduling, and promptly dispatching technicians for every service work order. Reviewing and finalizing technician field repair work orders each morning. Compile necessary information needed to provide a full update to the customer. Track and communicate with technicians as needed throughout the day. Acts as the first point of contact for our customers; receives all incoming calls from customers, obtain detailed notes on the issues and coordinate with our technicians to provide necessary information and documentation to respond to service calls. Review service reports from service technicians for accuracy and any other needed information. Enters follow up calls into our service call system. Coordinate & schedule follow up to workorders that require replacement parts, incomplete service, and ongoing equipment start up projects. Collaborate with other departments to ensure seamless coordination of our service team Provide proposals for “material only / parts sales” orders from our customers. Handle/track purchase orders from our service customers. Work with technicians in the field to handle quotation requests and produce simple quotes for any additional work needed. Generate and coordinate proprietary service contracts with our customer base. Organize and maintain an accurate filing system utilizing the Microsoft Office suite of tools, ensuring all documents and emails are properly filed in their corresponding job folders, and efficiently manage work orders in appropriate systems. Experience and Requirements: High school diploma or equivalent required, associates degree preferred. At least 5 or more years working in an office environment in an administrative capacity 3+ years of experience in an HVAC Coordinator/dispatch role or a similar administrative position strongly preferred. Excellent communication, negotiation, and interpersonal skills Excellent organizational skills and attention to detail, ability to read and interpret complex documents Excellent time management skills with a proven ability to meet deadlines Strong analytical and problem-solving skills Self-starter, ability to work independently and manage multiple priorities Proficiency in Microsoft Office Suite and ability to learn and work in multiple systems. Benefits: We offer a competitive and comprehensive benefits package, including: Health & Wellness – Medical, dental, vision, and life insurance coverage to support your well-being. Financial Security – 401(k) retirement plan with company match and short/long-term disability coverage. Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP). Professional Development – Ongoing training opportunities and support for continuing education. The Company provides equal employment opportunity in accordance with applicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications. The Company complies with disability laws and provides reasonable accommodations to qualified individuals.