Project Coordinator

We are one of the largest mechanical, electrical, and plumbing contractors in Indiana and among the preeminent specialty contractors in the nation. We specialize in a full range of new and retrofit construction for industrial, food processing, commercial, institutional, healthcare, pharmaceutical, and bio-fuel projects.

Shambaugh & Son is looking for a Service Coordinator. In this role you will be assisting with the customer service, dispatching and administrative duties required to bill, receive, screen, record, prioritize, assign, and close customer requests for technical service support and inspections.

#shambaugh #LI-TS #LI-onsite

• Responsible for Scheduling, Billing and Customer Relations.
• Utilize Accounting system to pull Work Order Numbers, Agreements, and run Job Costs.
• Utilize Building Reports, Inspection Software to schedule and deliver reports to customers electronically.
• Enter inspection reports online and communicate with fire department for customer compliance related inquiries
• Receive customer requests for service in a professional manner, obtaining needed information to dispatch the calls efficiently.
• Enter service request information in the service system while customer is on the phone and provide reasonable estimated time of arrival (i.e. morning or afternoon)
• Assist sales team with scheduling technicians and communicating assigned jobs to technicians.
• Balance monthly credit card statement.
• Reassign work as needed to manage customer’s expectations, making judgements based on current workloads and priorities.
• Follow the company endorsed business process and best practices for dispatch and make recommendations on dispatch system/process improvements.
• Validate technicians debrief information on service tickets and perform invoicing transactions daily/weekly. All completed service requests should be debriefed/invoiced within one week of the service date.
• Process approved quotes, schedule manpower, and work with customer to the completion of projects.
• Assist with processing payroll – approve timesheets and send to payroll.
• Check for accuracy including job numbers, customer signature, description of work, and vacation time.
• Maintain document retention strategy for retaining hard and electronic copies of service acknowledgements, work orders, and inspection reports.
• Always maintain confidentiality of customer and employer information.
• Dispatch Service Partners / Sub Contractors as needed.
• Perform other duties as directed.

• This position requires a proficiency in computer usage above basic Microsoft Office & Windows Skills.
• Experience with AS400 / TrueLine accounting system a plus.
• Must be able to retain training in an organized fashion to be successful.
• Dispatching or scheduling experience with Technicians, Project Managers, etc.
• Proven experience in multi-tasking and doing several difficult tasks at once – incoming calls, scheduling, internal personnel, emails, tracking down information, etc.
• Must be organized, self-motivated and a strong work ethic
• Professionalism in email and over the phone
• Regular and reliable attendance, including the ability to work extended hours and weekends as required

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