Service Coordinator

Coordinate service schedules, support technicians, and ensure top-notch customer satisfaction in a dynamic, fast-paced office environment.

Innovative Mechanical & Design (IMD), a Legence company
IMD is a full-service heating, cooling, plumbing and repair company offering comprehensive turnkey solutions. Our experienced team aspires to build, design, and create the resolutions you need using intelligent, creative methods that both meet and exceed industry standards. Together, we collaborate on each project to offer a “think out of the box approach” to solutions because we believe in assisting our clients with options and quality consultations.

The Service Coordinator will maintain the service technician’s daily schedules and dispatch the technician as service calls are completed. Schedule return trips with customers when parts are in. Maintain the on-call schedule as well as the daily schedule for service technicians. Maintain customer database with current information. Maintain current service agreement schedule and database. Have clear and concise communications with department managers, employees, and company customers, including keeping customers appraised as to company schedule and requested lead-times.

Employment Type: Full-time
Location: Windsor, CO
Work Environment: In-office
Pay: $80,000 - $90,000

Essential Duties and Responsibilities:

Manage internal and external customer calls.
Schedule all preventative maintenance appointments each month with internal and external customers.
Create purchase orders for materials required for Preventative Maintenance contracts.
Coordinate with dispatcher to ensure service calls are scheduled and prioritized as appropriate.
Assist dispatcher in creating work orders for service calls.
Respond to all messages and emails left overnight.
Proof technicians’ tech notes.
Maintain the dispatch board/schedule in coordination with dispatcher.
Contact customers with a “Parts Pending” status as parts are received for scheduling.
Follow up on all pending and recommended work with customer utilizing the pending work log.
Maintain and monitor log for work-in-progress.
Maintain the maintenance agreements including billing assistance, scheduling, and staging of materials, database information, customer hard files, and renewals in coordination with client support manager.
Maintain accurate material lists for all preventative maintenance contracts – communicate with technicians and dispatcher to update list after calls.
Set up deficiency work orders (Blue folders) in Service Management.
Schedule deficiency reports with external customers.
Update customer files as information is received from installation.
Maintain customer history files in database.
Email and save service reports/photo reports for every service call completed.
Update service log from service ticket.
Compare service timecards and work orders to service schedule for payroll.
Scan and receive all P.O. invoices and packing slips into database system.
Run P.O. reports, research and clear purchase orders to assist Purchasing.
Check all work orders on N.F.I. report for updated status and accuracy.
Other duties assigned by Service Manager or Service General Manager.

Communication & Team Collaboration:

Effectively communicating with supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Strategic Problem Solving:

Analyzing information and evaluating results to choose the best solution and solve problems.

Client Relationship Management:

Understand client needs, provide effective communication, and ensure customer satisfaction to strengthen and maintain relationships with clients.

Customer and Personal Service:

Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Management of Personnel Resources:

Motivating, developing, and directing people as they work to set performance standards and identify the best people for the job.

Clerical:

Knowledge of administrative and clerical procedures and systems, such as word processing, spreadsheet maintenance, managing files and records, and other office procedures and terminology.

Computers:

Knowledge of computer software, including applications.

Administration and Management:

Basic knowledge of business and management principles involved in planning, resource allocation, leadership technique, production methods, and coordination of people and resources.

Active Learning:

Understanding the implications of new information for both current and future problem-solving and decision-making.

Judgment and Decision Making:

Considering the benefits of potential actions to choose the most appropriate one.

Supervisory Responsibilities:

May be required to mentor service dispatchers.

Qualifications (Education, Experience, and Licenses/Certifications required):

Preferred: Bachelor’s degree, Minimum: High School Diploma
Preferred: 2 years’ related experience
Ability to perform under stressful working conditions.
Excellent leadership, time management, and organizational skills
Proficient in Microsoft Office 365 and project management software
Geographical knowledge of service area or map reading skills.

Physical Requirements:

Position requires regular sitting, standing, walking, talking, hearing, and vision.
Position requires the ability to lift and carry up to 25 lbs.
Position requires work on a computer for extended periods of time.

Travel Requirements:

None.

Pre-Screening Requirements:

Valid driver's license and a driving record that meets company standards.
Successfully pass a background check, drug screening, and employment verification.

#LI-Onsite #LI-KW1

About Legence
Legence (Nasdaq: LGN) is a leading provider of engineering, consulting, installation, and maintenance services for mission-critical systems in buildings. The company specializes in designing, fabricating, and installing complex HVAC, process piping, and other mechanical, electrical, and plumbing (MEP) systems—enhancing energy efficiency, reliability, and sustainability in new and existing facilities. Legence also delivers long-term performance through strategic upgrades and holistic solutions. Serving some of the world’s most technically demanding sectors, Legence counts over 60% of the Nasdaq-100 Index among its clients.

Benefits Overview
Health & Welfare: Company Paid medical, dental, vision, prescription drug, accident & sickness benefit, basic group life and AD&D, and Employee Assistance Program
Time Off Benefits: Paid vacation, company-paid holidays, and paid sick leave
Financial Benefits: 401(k) retirement savings plan

Reasonable Accommodations
If you need assistance or accommodations during the application or interview process, please contact us at ta@wearelegence.com or your dedicated recruiter with the job title and requisition number.

Employment Eligibility
Candidates must have current work authorization in the U.S.; visa sponsorship is not available for this position.

Third-Party Recruiting Disclaimer
Legence and its affiliates do not accept unsolicited resumes from agencies; any such submissions without a prior signed agreement authorized by Legence Holdings LLC's CHRO or Director of Talent Acquisition will not incur fees and are considered property of Legence.

Pay Disclosure & Considerations
Where pay ranges are indicated, please note that a successful candidate’s exact pay will be determined based relevant job-related factors, including any of the following: candidate’s experience, skills, and qualifications, as well as geographic and market considerations. We are committed to ensuring fair and competitive compensation for all employees and comply with all applicable salary transparency laws.

Equal Employment Opportunity Employer
Legence and its affiliate companies are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), marital or familial status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, other non-merit-based factors, and any other characteristic protected under applicable local, state or federal laws and regulations.
EEO is the Law