Service Coordinator

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This non‑exempt, full‑time role supports the Service Department and company leadership to ensure smooth operations for the field teams. The position manages department logistics, including procurement of large equipment, gathering data for customer quotes, receiving deliveries, and managing the renewal process for the Preventive Maintenance (PM) program. It also coordinates training, tracks certifications and licenses, and maintains training calendars.

$26.00/hr – $36.00/hr

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• 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 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, follow up on licensing requirements, and communicate 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 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 answer the company‑wide phones when Finance is unavailable.

• 3+ years of experience as an Administrative Assistant in construction, HVAC, and/or a similar field preferred. A high school degree, and/or equivalent education and experience required.
• Excellent communication, customer service, and problem‑solving skills with the 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.

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

• Mid‑Senior level

• Full‑time

• Health Care Provider
• Hospitals and Health Care

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.