Job Title: Service Operations Coordinator
The Service Operations Coordinator plays a key role in ensuring the efficient delivery of service operations from initial request through to billing readiness. This position is responsible for creating and managing work orders, monitoring time, and material submissions, maintaining accurate work-in-progress (WIP) records, supporting estimate and quotation entry, and administering customer portals as required. The ideal candidate is highly organized, detail-oriented, and able to coordinate multiple priorities while providing strong internal and external customer service.
Key Responsibilities
Work Order Creation and Management
- Create work orders based on service requests, preventative maintenance schedules, and input from field technicians.
- Track work orders through their full lifecycle, including creation, scheduling, completion, review, and invoicing.
- Ensure work order details are complete, accurate, and aligned with internal service and billing processes.
Time and Material Tracking
- Monitor daily and weekly submissions of technician labour hours, material usage, and purchase orders associated with each work order.
- Identify missing, incomplete, or inaccurate entries and follow up with field personnel to ensure timely corrections.
- Verify coding accuracy to support job costing, margin visibility, and billing readiness.
Work-in-Progress (WIP) Management
- Maintain accurate WIP records by monitoring open work orders, status updates, and aging timelines.
- Work closely with service and finance teams to support timely invoicing and clean month-end reporting.
- Help improve billing velocity and reduce outstanding receivables through accurate, current documentation.
Customer Portal Administration
- Maintain and update customer portals for key clients, ensuring work orders, service updates, quotes, and supporting documentation are uploaded accurately and on time.
- Monitor portal requirements and ensure compliance with client-specific administrative processes.
Qualifications & Skills
- Minimum 2 years of experience in service coordination, operations coordination, or project support within the construction, mechanical, or skilled trades industry.
- Strong understanding of service workflows, work order management, and construction or trades-related terminology.
- Working knowledge of billing processes, job costing, and cost control principles.
- Proficiency in Microsoft Office and the ability to learn or use service management systems such as FieldPoint.
- Excellent organizational, communication, and prioritization skills, with the ability to manage multiple tasks in a fast-paced environment.
- High attention to detail, accuracy, and follow-through.
- Strong customer service skills and the ability to collaborate effectively across service, operations, and finance teams.
- Post-secondary education in Business Administration or a related field is considered an asset.
Experience:
- service coordination within the construction industry: 2 years (preferred)
Work Location: In person
