Customer Service Coordinator (HVAC)

Job Description

Contract: 12 months (1 year, extendable)

The HVAC Service Coordinator is responsible for moderately complex planning, coordinating, controlling, and directing activities of operational resources. They are also responsible for customer interaction, communicating with the Field Technician Supervisors, and coordinating jobs with Project Managers.

Responsibilities:

• Invoicing of all service jobs upon completion
• Making sure that the maintenance file from finance matches DFSD, and reporting the difference if not.
• Notification of Expiring contracts to SSEs at the start of each month, getting and using the extract from DFSD contract dashboard
• Claiming reserves – both onshore and offshore
• Entering of tech’s weekly labor hours into our labor spreadsheet and booking these hours into their corresponding jobs.
• Submittal of monthly OT hours to the concerned person.
• Booking of all expense reports submitted by techs in appropriate jobs.
• Booking of Fuel, consumables and parking expenses into appropriate jobs.
• Handling Petty cash and ensuring smooth operation of reimbursement of Fuel expense to the technicians.
• Updating the consolidated Job file with new order details including iscala number and invoice number.
• Clearing of inventory at the end of every month.
• Maintaining the maintenance folder with ALL the AMC related documents.
• Updating the AMC master file (I will show you how this is done); conduct this activity for at the renewal / expiration / induction of new contracts.
• Sending a list of AMC jobs to be invoiced that particular month to the concerned person.
• Handing over AMC invoices to SSEs along with job reports for the invoicing period.
• Issuing of LPOs to suppliers
• Booking of Supplier invoices against LPOs issued
• Maintaining the service WIP (we will sort out the pending WIP together)
• Handling the warranty claims from the beginning till we get the credit note to our TSO, providing warranty information to the associates using the Falcon system
• Procuring the consumable and ensuring good level of consumable all the time.