The Service Coordinator is responsible for coordinating service work orders from initial assignment through completion and invoicing. A primary responsibility of this position is managing outside vendors and subcontractors to ensure work is properly scheduled, completed, documented, and billed in a timely manner. The Service Coordinator serves as a key point of contact between Next Scale Construction, vendors, subcontractors, customers, and management. This position requires strong organization, communication, follow-up, problem-solving, and attention to detail. Essential ResponsibilitiesVendor & Subcontractor Management Coordinate outside vendors and subcontractors for assigned service work. Identify and contact appropriate vendors based on the required scope of work. Request pricing, availability, and estimated completion dates. Provide vendors with complete and accurate job information, including scope, photos, location details, specifications, and customer requirements. Schedule vendors and coordinate access to job sites. Follow up with vendors to ensure work is progressing and scheduled commitments are being met. Address scheduling delays, material issues, incomplete work, and other problems promptly. Obtain completion photos, notes, invoices, and other required documentation from vendors. Review completed work to ensure the requested scope has been addressed before closing the work order. Maintain professional vendor relationships while ensuring vendors meet Next Scale Construction's expectations for quality, pricing, communication, and timeliness. Vendor Documentation Obtain and maintain required vendor documentation, including W-9s and Certificates of Insurance. Verify that vendor insurance documentation meets company requirements. Keep vendor information and documentation organized and current. Follow up on missing or expired documentation before scheduling work when required. Work Order Coordination Manage assigned work orders from receipt through completion. Maintain accurate work order notes and status updates. Track open and aging work orders and follow up until they are resolved. Communicate delays or issues to management as soon as they are identified. Coordinate return visits when work is incomplete or additional work is required. Ensure completed work orders contain the necessary documentation before being submitted for invoicing. Pricing & Proposals Obtain vendor quotes and pricing for requested work. Review vendor proposals for accuracy and completeness. Submit pricing to management for review and customer proposals. Follow up on pending vendor pricing and customer approvals. Coordinate approved work with the appropriate vendor or subcontractor. Ensure vendors understand the approved scope before beginning work. Invoicing & Billing Support Collect and review vendor invoices. Verify that vendor invoices match the approved scope and pricing. Identify discrepancies in labor, materials, or pricing and resolve them with the vendor. Obtain corrected invoices when necessary. Ensure all required completion documentation is received. Assist with ensuring completed work orders are ready for customer invoicing in a timely manner. Communication Maintain timely and professional communication with customers, vendors, subcontractors, and management. Respond promptly to calls, emails, and work-related requests. Communicate changes, delays, or problems as soon as they become known. Escalate issues involving cost, customer satisfaction, scheduling, or scope to management when necessary. Maintain clear documentation of important communications and decisions. Performance Expectations The Service Coordinator is expected to: Take ownership of assigned work orders from start to finish. Keep work orders moving and prevent unnecessary delays. Follow up consistently with vendors and subcontractors. Obtain pricing and scheduling information promptly. Maintain accurate and detailed records. Communicate problems immediately rather than allowing them to remain unresolved. Ensure vendors complete work according to the approved scope. Verify completion documentation before closing work orders. Ensure vendor invoices are accurate and submitted promptly. Maintain professional and productive vendor relationships. Prioritize urgent and aging work orders appropriately. Meet established company expectations for work order completion, follow-up, proposals, and invoicing. Qualifications Previous experience in construction, maintenance, facilities, property management, vendor coordination, dispatching, or project coordination preferred. Strong organizational and time-management skills. Excellent verbal and written communication skills. Strong attention to detail and follow-through. Ability to manage multiple work orders, vendors, and deadlines simultaneously. Ability to communicate professionally regarding pricing, scheduling, and job expectations. Strong problem-solving skills. Ability to work independently and as part of a team. Proficiency with Smartsheet, Microsoft Office, or similar software preferred. Construction or facilities-maintenance experience is a plus.

Pay:

$30,000.00 - $50,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person