Job Summary
We are seeking a dynamic and detail-oriented Service & Installation Coordinator to lead the planning, scheduling, and management of service and installation projects within our construction operations. This role is vital in ensuring seamless coordination between clients, field teams, and vendors to deliver exceptional project outcomes. The ideal candidate will thrive in a fast-paced environment, demonstrating strong organizational skills, technical knowledge, and a proactive approach to problem-solving. Join us to be a key driver in delivering high-quality construction services with efficiency and professionalism.

Job Description –Service & Installation coordinator

I. Coordinate New Equipment Installations, Repair requests, PM’s and Fire Door tests

A. Confirm that you have either in your possession or confirmation that it delivered to the site, all materials needed to perform the work. This includes the New Equipment to be installed, Parts for repairs, special lift equipment rentals when required, subcontractors when required, and concrete is ordered when required.

B. Ensure the men assigned to the Job have the necessary site Specific Safety Training and are approved to work at the site. Refer to the list of accounts that require training.

1. Communicate the job schedule and duration with the contact person listed. Communicate with customer approximately 24 hours in advance via email or telephone the specific day the work is to begin. Note some projects require more than 24 hours’ notice but most do not. When more than 24 hrs. notice is required a “soft commitment” should be made and confirmed again 24 hours in advance. Communicate with the customer when you have a job planned or scheduled and the tech is not able to do the job due to a delay let the customer know that same day that we are not going to make it. You should know by 3:30 in the afternoon if there is a job that the tech will not be able to get too.

2. Repair requests, PM’s and Fire Door tests. Communicate with the customer within 24 hours after receipt to ensure the customer knows you are working to schedule his job.

3. If a job is interrupted before it is complete be proactive and communicate with the contact person as soon as you know the job is interrupted. On large multi-day projects you should develop a relationship with the job superintendent due the number of times you call him to keep him informed. There will be times on all multi day jobs where work is interrupted due to either site is not ready, equipment has not delivered or came in damaged, or one of our installers is not at work, or you have to pull off for an emergency. These day to day communications are the coordinators responsibility. We do NOT want the job superintendents to call the sales person for day to day scheduling.

4. Make sure the customer knows our installers need access to the area in order to perform the work. This applies primarily to End User jobs and 1 day construction jobs. All customers need to be reminded of this. More specifically if we are working at the loading dock it cannot have a trailer backed up to the dock door. If we are installing a door, know that others cannot use that opening as we will have it blocked off during installation.

5. Is there a ramp door to drive the equipment inside? Notes should specify if NO Ramp is present since it is odd to not have a ramp door.

6. New Construction jobs installing dock levelers? Is the drive way paved? Our forklift is not all terrain must have packed surface.

7. Repairs should be completed by the Tech who started the Job when possible.

II. Answer all Incoming telephone calls. Return customer phone calls promptly even if you do not have the answer they want. Gather pertinent information like does the door go up and down or is it NOT functioning at all? Is it an exterior door? What is the door # or Name? Often the person calling is not available when the tech arrives.

A. Add new Repair calls to system and schedule accordingly.

1. If the Job is a Recall or Call back for something recently installed or serviced use the existing job so the history is available for our technician to see and use.

2. Ask if we need a PO # for billing?

III. Prepare Completed Jobs for invoicing.

1. If it is a Fire Door Test or PM ensure the forms are returned and complete

2. If it is for a National Co. ensure their check list or sign off list is returned complete.

3. Look at GPS Travel and Stops Reports. Add additional Time entries into GeoOp leaving the Tech’s job timer as is. The time you enter is to include round trip travel time + actual on site time. Add a Truck Charge for each trip to the job site. Add parts. This will not be possible at 1st you need to know the items before you can add them.

IV. In Coming Freight

A. Unload In-coming Freight. Check the BOL against the material you unloaded to make sure you received all the material. If there is any damage note this on the BOL. If there is anything missing Note this on the BOL.

B. If freight ships to job site notify the customer so he is aware a shipment is coming that he will need to unload.

C. After unloading freight place the packing slips and BOL’s in the designated area.

V. Other Items

A. Every Thursday talk to the tech that is on call for the weekend to make sure he is aware and email confirmation.

B. Maintain / Update the Weekend On Call and Friday Rotation schedules well in advance some plan vacations months ahead of time.

C. Every day 1st am check the Voice Mail. When you return from lunch check the voice mail.

D. Every day 1st am check the previous days jobs to ensure #1 we went to the job. #2 the Job Status is correct. #3 Job notes are added and match u with what the tech may have talked to you about. You can add to his notes if he left out something.

E. View New Jobs. If it is an Installation did the salesperson have the S.O.W., site pics, and details on forklift if required? If not notify salesperson

F. Collect weekly reports from lead tech on Scissor lift and forklift.

Duties

• Coordinate and schedule service calls and installation activities across multiple projects, ensuring timely completion
• Collaborate with project managers, field crews, vendors, and clients to align project timelines and resources
• Utilize construction management software such as ProCore, Primavera P6, HeavyBid, and Bluebeam to plan, track, and update project schedules and budgets
• Assist in preparing construction estimates and contracts by providing accurate data on project scope and resources
• Monitor project progress through detailed project scheduling and site visits to ensure adherence to safety standards and quality expectations
• Manage documentation related to contracts, change orders, and project updates with precision and clarity
• Support project management teams by providing timely reports on project status, risks, and opportunities for improvement

Join our team as a Service & Installation Coordinator to play a pivotal role in delivering successful projects that meet client expectations while advancing your career in construction management. We value proactive professionals who are eager to contribute their expertise to a thriving organization dedicated to excellence.

Ability to Commute:

• Derry, NH 03038 (Required)

Willingness to travel:

• 50% (Required)

Work Location: In person