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Service Division Coordinator - Mechanical Contractor
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Charter Mechanical
Portland, OR (In Person)
Full-Time
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Job Description
Service Division Coordinator - Mechanical Contractor Charter Mechanical - 4.0 Portland, OR Job Details Full-time 15 hours ago Benefits Health savings account AD&D insurance Health insurance Dental insurance 401(k) Flexible spending account Paid time off Employee assistance program 401(k) matching Life insurance Retirement plan Qualifications Customer communication Full Job Description Service Division Coordinator At Charter Mechanical we provide complete HVAC, process piping, and plumbing installations for a wide variety of commercial, industrial, and institutional facilities. Our mission is customer service, quality, and industry leading performance. Our service division excels at supporting our clients with their HVAC and plumbing maintenance needs. We're looking for an experienced Service Division Coordinator to drive the success of our service department. This role is ideal for a hands‑on individual who thrives in a fast‑paced environment and excels at keeping people, processes, and priorities aligned. The right candidate brings exceptional organizational skills, strong time‑management instincts, and the ability to manage multiple responsibilities without losing sight of the details. Summary The Service Division Coordinator reports directly to the Service Manager and plays a central role in keeping day‑to‑day service operations running smoothly. This position serves as a key liaison between customers and service technicians, ensuring clear communication, timely follow‑through, and a consistently high level of service delivery. Key Responsibilities Serve as the primary point of contact for demand customers regarding service requests, updates, and follow‑up communication. Create, schedule, and manage service calls with plumbing and HVAC lead technicians, ensuring accurate assignment on the dispatch board (average 350-400 calls per month) Prepare on‑call technician schedules, communicate changes, and coordinate reporting with the answering service and internal team (currently 15 service technicians) Manage online customer platform reporting and maintain timely, accurate service documentation. Provide purchasing support, including order coordination with technicians and vendor communication. Prepare weekly payroll reporting for service technicians into Viewpoint, process union PTO requests, expense reimbursements, and other support. Prepare and distribute weekly invoices to customers in Viewpoint, manage online reporting platforms, and oversee collections to maintain current accounts (AR). Process accounts payable invoices for the service department, including truck stock, tools, and equipment purchases; perform monthly service account statement reconciliations Manage all backflow certification reporting (employee and device), including submission of test results to applicable water districts Assist the Service Manager with proposal follow-up, communicate with customers, and approve work for scheduling. Review/audit Service work order reports and update forecast on monthly Service WIP. Attend monthly service collections & financial review meeting. Follow-up on accounts receivable and past due invoices. Order Charter insurance certificate and provide to the customer. Coordinate yearly renewal review of service customers. Set up/Renew approved Preventative Maintenance (PM) Agreements, maintain customer equipment lists. Support the Service Manager with operational tasks that keep the department organized, efficient, and responsive. Qualification Considerations Excellent communication, organizational and problem-solving skills. Experience in customer service and dispatching. Strong typing skills & 10-key proficiency. Experience in payroll time reporting (PR), customer billing (AR) & collections, accounts payable (AP) Viewpoint Software Experience with customer online platforms such as Ariba, Corrigo, Coupa, Maximo, Net Vendor, Vendor Café. Work Environment On‑site position; daily reporting to the office Occasional evening or weekend support for on-call needs. We offer competitive pay and excellent benefits including Health/Dental, Vacation/Personal Leave, Life & AD&D Insurance, 401K plus match. This is a current opening. Background check and drug test will be required. To learn more about Charter Mechanical please visit our website: www.chartermechanical.com To apply for this position please send your application to: Charter Mechanical embraces equal employment opportunity (EEO) and inclusiveness. It is our policy to ensure that no employee or applicant for employment is denied equal opportunity because of race, color, religion, gender (sex), national origin, age, veteran status, sexual orientation, gender identity, disability, genetic information or any other characteristic protected by applicable law.