Vermont Mechanical Inc

SERVICE COORDINATOR

LocationWest Lebanon, NH
Job TypeFull-time

About This Job

At Vermont Mechanical, it’s what’s inside that counts. We value our people above everything, and recognize their dedication and skills with benefits that help them feel rewarded for a job well done. There’s a reason we have so many long-term career employees here.

Vermont Mechanical Inc. is an EEO employer.

This non-exempt, full-time role supports the Service Department and company leadership to ensure smooth operations for the field teams. Associated with our department’s core functions of commercial HVAC service, small project installs & commercial kitchen service, this role manages department logistics that range from procurement of parts & equipment, gathering data used to prepare customer quotes, receiving deliveries, and managing the renewal process for the Preventive Maintenance (PM) program with customers. This role will support the full field organization with tracking certifications, licenses, and coordinating training. The ideal candidate will be a good communicator, strong problem-solver, and demonstrates strong organizational skills.


REQUIREMENTS


Utilize Build Ops software to build Preventive Maintenance (PM) agreement renewals following customer contract details and prior PM terms.

Following standards within the Build Ops software, recommend quotes for additional work and update estimates for customer work as needed.
Support customer account managers in assembling new quotes and proactively maintain data within Build Ops that supports pricing future work.
Manage the procurement process for the department including leasing equipment, pricing new HVAC units, seeking vendor quotes, and tracking delivery estimates from manufacturers. This work includes ordering parts from vendors and coordinating parts delivery directly with customers as needed.
Verify incoming shipments, audit received goods for accuracy, communicate with the correct Technicians about items received, and maintain a clean, organized receiving area.
On behalf of Vermont Mechanical, work across departments to oversee technical training plans with Managers, follows up on licensing requirements, and communicates directly to the department managers about priority changes.
Research technical training requirements, source training vendors, and proactively manage a training calendar for internal and external classes. Key technical trainings may include plumbing, propane, natural gas, refrigerant (EPA), allied trades, and medical gas.
Support HR and Leadership with creating new hire profiles within Department software programs, including Build Ops and Procore’s Resource Planning module.
Utilize Procore to track and manage all upcoming license and certification renewals needed for the field. Manage communications to Managers and, upon request, communicate with field employees to support updating records.
Organize a quarterly discussion with field managers on upcoming training requirements that are needed to support technical career growth. Support actions from these discussions including a training calendar and list of training vendors. Routinely publish training opportunities to Managers and support the logistics associated with hosting training events.
Back up others in the department as needed to manage day-to-day operations and answers the company-wide phones when Finance is unavailable.


Qualifications:

3+ years of experience as an Administrative Assistant in construction, HVAC, and/or a similar field preferred. High school degree, and/or equivalent education and experience required.
Excellent communication, customer service, and problem-solving skills with ability to work quickly and accurately under pressure; can handle considerable stress.
Ability to learn Microsoft Office and computer-systems used by the Service Department.
Able to be organized, detailed focused, set priorities, multitask, and execute tasks efficiently.


Physical Demands & Work Environment:

Frequent repetitive motion required (i.e. – use of keyboard) and sitting required.
The typical work environment is an office setting.

What is listed above is representative of the position’s responsibilities, which may change during employment at the company’s discretion. Vermont Mechanical prohibits discrimination in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or other non-merit factors. Vermont Mechanical encourages women, minorities, low-income applicants, and people with disabilities to apply.

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