Service Coordinator - San Antonio, TX

Our Service Coordinator, uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc. They receive, screen and direct incoming calls, visitors, mail and email. They will maintain files, records, our Service Operations Managers calendar and assist with payroll for our Service dept.. They may arrange business travel, coordinate meeting arrangements, and/or track expenses. The ideal candidate must have ability and knowledge of assisting with purchase order entry and be proficient in Microsoft Excel. 

• Performs general office duties such as maintaining inventory and ordering supplies, maintaining records and files, processing invoices, and keeping supply closets and common areas clean and organized. Provides overall coordination and support for the Service dept.
• Files and retrieves documents, records, and reports.
• Processes documents to update and maintain files and records; i.e. phone and address lists, distribution lists,
• Greets guests in a professional, friendly, hospitable manner. Answers electronic communications and phone calls and directs calls to appropriate parties or takes messages. Provides callers with information such as company address, directions to the company location, company fax numbers, company website, and other related
• Reviews current processes and procedures in order to improve and strengthen the Partner experience and increase overall efficiency.
• Acts as liaison with multiple city entities for backflow reporting/administration, permits and inspections.
• Receives sorts and forwards incoming mail.
• Coordinates the delivery of express mail services (FedEx, UPS, etc.).
• Puts together files for business documents for each assigned project.
• Assists with bid proposal books for sales and estimating.
• Obtains plans & specifications for jobs as requested.
• Assists with completing project closeout documents including O&M.
• Prepares agendas and supporting meeting
• Provides monthly financial and KPI reporting for various levels of Service leadership.
• Is able to assist with scheduling customer maintenance contracts and organizing Service Technician workflow to accommodate for these contract needs.
• Prepares and codes invoices, completes expenses reports, letters and other documents using word processing, spreadsheet, database, or presentation software. Assist with petty cash activity.
• Completes expense report preparation.
• Responsible for the function of timekeeping and system entry.
• Is able to gather data/costs for generating proposals and enters that information into CRM to create quoted estimates. Manages customer portals with needed data.
• Is able to work cohesively with Service Managers, Service Technicians, Sales Representatives, Account Managers, and Dispatch Coordinators to meet the needs of customers each day.
• Provides support for Partner licensing renewals, reminders of employee training and assists with mobile device issues.
• Is able to interpret and process work orders, reviews invoices and correspondence.

• Minimum of 2-5 years of coordinating experience 
• Recent college graduates are encouraged to apply. 
• High School Diploma or equivalent 
• Must have demonstrated proficiency with Microsoft Suite such as Outlook, Word, PowerPoint, OneNote, Excel
• Proficient in Microsoft CE and PowerBI modules.
• Keen attention to detail, with an ability to spot errors.
• Ability to multitask, prioritize and manage time effectively.
• Ability to work with varying seniority levels, including staff, managers and external partners.