November 5, 2024

Bodie Mechanical Services, Inc.

Findlay

FULL TIME

Service Department Coordinator

Job Summary
The Service Department Coordinator plays a vital role in ensuring the smooth operation of the service department. This position involves coordinating service activities, managing customer inquiries, and supporting the service team to enhance overall efficiency and customer satisfaction. The ideal candidate will possess strong organizational skills and a commitment to providing exceptional service.
Duties

Provide direct support to Service Management and Estimating teams.

Documentation & File Management:

Prepare, review, and distribute written correspondence for service projects.
Organize and maintain digital and paper project files, ensuring regular archiving.
Manage and maintain project-specific information such as subcontractor/vendor listings and budgets.
Process and distribute project-related documentation, including plumbing submittals and submittal books.
Prepare project packages and coordinate their distribution.

Administrative & Financial Coordination:

Verify vendor compliance with workers' compensation and insurance requirements.
Work closely with the accounting department to facilitate monthly billing for completed work and materials.
Assist with Monday morning field paperwork and ongoing project administration.

Meeting & Communication Coordination:

Attend operational meetings and document key points with prepared minutes.
Support the development and review of operational best practices for the department.
Facilitate communication between internal teams, ensuring consistency and effective collaboration across departments.

Promotional Activities:

Represent Bodie Mechanical Services professionally at industry events and public functions.
Promote the company’s services to industry professionals, including engineers, contractors, subcontractors, and vendors.

Collaboration & Internal Communication:

Work with other project management assistants to foster teamwork and mutual support.
Coordinate with various departments to ensure the smooth flow of information and maintain positive working relationships across the company.

Additional Responsibilities:

Collaborate with Kirk Corporation’s counterparts and key personnel to share resources and expertise across companies.
Maintain professionalism and promote core company values, including teamwork, innovation, effective communication, and motivation.

Qualifications & Skills:

Previous experience in the construction or mechanical service industry is a plus.
Proficiency in Microsoft Office Suite and Sage 300 software preferred.
Strong organizational, communication, and multitasking skills.
Self-motivated with the ability to work both independently and as part of a team.
A proactive and innovative mindset, with the ability to adapt and thrive in a fast-paced environment.
Coordinate purchase orders, subcontracts, and change orders for plumbing projects.
Manage and distribute tax exemption certificates, Notices of Commencement, and vendor-related documents.
Assist in the preparation, organization, and archiving of estimating files.
Schedule inspections, obtain permits, and maintain project licenses.
Serve as a liaison between field personnel and office staff to ensure clear communication and efficient workflow.

This position is ideal for individuals who are proactive, detail-oriented, and passionate about delivering outstanding customer service.
Job Type: Full-time
Benefits: