Service Operations Coordinator; Eagle River, WI

Entrance Technologies is growing its clientele, and we have and excellent opportunity for a Service Operations Coordinator in the Eagle River area to join our team of professionals! The ideal candidate will have previous operational experience in construction/doors/service or a related field, be organized, motivated, detail-oriented, and driven. We are offering competitive pay depending on experience, along with an outstanding benefits package.

This is the perfect opportunity to build a career at a leading company in the automatic entrance field.

The Service Operations Coordinato
r is responsible for coordinating daily service operations for an automatic pedestrian door company. This position serves as the primary point of contact for incoming phone calls and customer inquiries, schedules and dispatches service technicians, processes service invoices, coordinates purchasing, and maintains documentation for large proactive maintenance projects.

This role is essential to ensuring efficient service department operations, excellent customer communication, accurate billing, and organized project coordination. The ideal candidate is detail-oriented, highly organized, customer-focused, and capable of managing multiple priorities in a fast-paced environment.

• Receive, prioritize, schedule, and dispatch service calls to technicians based on urgency, location, availability, and customer needs.
• Coordinate daily technician schedules, service appointments, and follow-up visits.
• Communicate service call details, job requirements, customer information, and site-specific instructions to technicians.
• Monitor service call progress and communicate schedule changes or delays to customers as needed.
• Coordinate emergency service requests and communicate urgent issues to management.
• Maintain accurate service schedules, work orders, and records in the company’s service management system.
• Follow up on outstanding service calls to ensure timely completion and customer satisfaction.

• Serve as the primary person responsible for answering incoming phone calls and directing inquiries appropriately.
• Respond professionally to customer questions regarding service requests, scheduling, technician arrival times, invoices, and general service information.
• Gather accurate customer, site, equipment, and service issue information when scheduling calls.
• Communicate effectively with customers, technicians, vendors, and internal staff.
• Route technical, billing, and escalated customer concerns to the appropriate person.
• Maintain a professional and helpful first point of contact for the company.

• Review completed service work orders for accuracy and completeness before invoicing.
• Prepare and process customer invoices for service calls, labor, materials, parts, and other applicable charges.
• Verify technician notes, labor hours, parts used, purchase orders, and customer billing requirements.
• Ensure invoices are submitted accurately and in a timely manner.
• Maintain organized records of completed service calls, invoices, and supporting documentation.
• Assist with invoice corrections, customer billing questions, and follow-up on missing information.
• Coordinate with the accounting department regarding billing discrepancies and outstanding documentation.

• Order parts, materials, and supplies required for service calls, preventive maintenance projects, and general company operations.
• Obtain pricing and availability from vendors and suppliers as needed.
• Prepare and submit purchase orders in accordance with company procedures.
  
  Track orders, delivery dates, backorders, and shipment status.
• Coordinate with technicians and management to ensure required materials are available when needed.
• Maintain accurate purchasing records and match purchase documentation to the appropriate service calls or projects.
• Communicate with vendors regarding order discrepancies, returns, and delivery issues.

• Maintain large preventive maintenance project binders for proactive maintenance programs involving automatic pedestrian doors and related equipment.
• Create, organize, and update project documentation, including customer and site information, equipment lists, service schedules, inspection records, work orders, service reports, and maintenance history.
• Ensure project binders are…