Project Coordinator

Service Coordinator Job Description

Overview

We are seeking a highly organized and detail-oriented Service Coordinator to join our team. The ideal candidate will possess exceptional customer service skills and be adept at multitasking in a fast-paced environment. This role involves daily interactions with our clients, including hospitals, pharmaceutical companies, and government agencies. We are looking for someone who can uphold the high level of customer service our company is known for.

Responsibilities

• Monitor Support E-mail: Promptly respond to incoming messages and service requests.
• Answer Incoming Calls: Route calls to the appropriate personnel or department efficiently.
• Manage Service Tickets: Open new service tickets for requested services or materials and update the status of existing tickets.
• Collaborate with Managers: Work with the Project Manager and Warehouse/Procurement Manager to confirm material lead times and schedule planning.
• Coordinate Scheduling: Arrange schedules with customers, subcontractors, and internal team members to ensure smooth operations.
• Daily Schedule Communication: Distribute daily schedules to technicians and provide end-of-day summaries.
• Update Team Information: Ensure Teams is updated with relevant details such as:
• Service Request (SR) and/or Job Number
• Customer Name
• Customer Address
• Work Requested
• Collect Field Updates: Maintain communication with technicians throughout the day to gather job and service updates, addressing any issues as needed.
• Database Management: Enter updates into the QuickBase system for accurate tracking and route items requiring further attention.
• Parts Verification: Confirm parts and materials needed for service, research costs, and obtain customer approval before ordering.
• Quote Management: Forward formal quote requests to the sales team and price out Work Orders (WOs), updating QuickBase and submitting for invoicing.
• Prevailing Wage Compliance: Verify and update State of NJ Prevailing Wage rates, ensuring compliance for all projects.
• NJ Prevailing Wage Rates
• Project Documentation: Review job folders to ensure drawings reflect all updates provided by technicians.
• Service Ticket Review: Regularly review open service tickets to confirm next steps and ensure timely resolution of outstanding items.
• Vendor Management: Maintain and update the vendor management system.
• Spreadsheet Management: Create and manage spreadsheets for various tasks and projects.

Requirements

Skills and Qualifications

• Office Experience: Prior office experience is a plus.
• Communication Skills: Excellent written and verbal communication skills.
• Technical Proficiency: Proficiency with Microsoft Word, Excel, and Outlook is required.
• QuickBase Knowledge: Experience with QuickBase is an advantage.
• Organizational Skills: Exceptional organizational skills and attention to detail.
• Dependability: Reliable and able to meet deadlines.
• Team Collaboration: Ability to work well with others and contribute to a team environment.

Benefits

Environment

• Dynamic Work Environment: Engage in a variety of tasks in a fast-paced setting.
• Professional Team: Collaborate with a dedicated and professional team.
• Growth Opportunities: Opportunities for career advancement and professional development.
• Impactful Work: Contribute to maintaining our high standard of customer service and operational excellence.

What We Offer - Salary & Benefits

• Competitive hourly rates based on experience
• Medical Benefits Available
• 401k Plan
• PTO (Paid Time Off)
• Paid Holidays