Service Project Coordinator

Compensation hourly $25–$30 per hour

A little bit about us: Meadow Brook is a fully integrated multi-trade contractor and one-stop source for all building electrical, mechanical and construction needs. In an environment where employees are given the opportunity to grow, thrive and do what they love, Meadow Brook takes pride in providing an excellent place to work.

JOB PROFILE:

We are seeking a dynamic Service Coordinator with exceptional organizational skills and the ability to thrive in a fast-paced environment. This role supports both field technicians and customers by managing the full lifecycle of service calls—from intake through work order close-out—ensuring Meadow Brook’s service delivery is consistent, compliant, and customer-focused. The Service Coordinator takes ownership of each service call, driving clear communication, internal alignment, and accurate documentation at every stage to support a high-quality customer experience.

• Respond to service calls, quote approvals, and maintenance contract requests via phone and email
• Create and schedule work orders for repairs based on priority and scheduling protocols
• Coordinate and prioritize daily service schedules for technicians
• Review technician job files including scope of work, time estimates, job details, site photos, and Pos
• Ensure service processes, documentation standards, and customer communication protocols are followed consistently across all trades
• Participate in continuous improvement of service workflows, templates, and scheduling practices

• Act as liaison between clients and service technicians, maintaining strong relationships
• Track and follow up on customer quotes/recommendations; convert to work orders as needed
• Proactively reinforce Meadow Brook’s key service offerings and recurring service programs where appropriate, ensuring customers understand available solutions and next steps
• Source parts and equipment from vendors based on approved quotes
• Document and close out all work orders in a timely and accurate manner; audit for profitability
• Develop, track, and audit preventive maintenance schedules with appropriate reporting
• Identify, document, and elevate service issues, repeat call-backs, or customer concerns to management with clear context and recommended next steps
• Ensure service disruptions, delays, or scope changes are communicated proactively to customers and internal stakeholders

• Maintain and update service software: work orders, equipment, customer data, history
• Manage documentation for technician certifications, licensing, and training
• Review, audit, and approve technician timesheets, overtime requests, and expense claims
• Generate and maintain daily/weekly/monthly reports as required
• Perform general clerical duties including phone coverage, customer assistance, and data entry
• Keep accurate records of customer interactions, issues, and resolutions
• Support ad hoc duties as assigned by management
• Monitor work orders for scope alignment, labour overruns, and missing documentation; flag variances before billing
• Support accurate and timely invoicing by ensuring job details, labour, materials, and approvals are complete

• Post-secondary education (preferably in trades, construction, or business)
• Minimum 3 years experience in a service coordinator role
• HVAC, Electrical, Plumbing, or Construction industry exposure strongly preferred
• Proficiency in Microsoft Office and service management software
• Strong verbal and written communication; professional and responsive
• High attention to detail, multitasking ability, and resilience under pressure
• Energetic, self-motivated, accountable, and able to support a diverse team

Artificial intelligence may be used in the screening and assessment of applicants.