Overview
The Service Department operates 24/7 with a commitment to maintaining a maximum response time of (4) four hours. This role is essential in supporting service excellence, ensuring a customer-centric approach, and contributing to the department’s profit-centre performance targets. The Service Coordinator provides administrative, logistical, and operational support to technicians, customer service teams, and internal stakeholders across Canada and the United States.
Key Responsibilities
Maintain Service Work Order logs and follow up with technicians to obtain completed service work orders and service reports.
Enter service work orders into internal systems and ensure accuracy of labour, parts, and service details.
Complete final service costings upon receipt of SWOs, ensuring all parts, labour, freight, and customs duties are captured.
Forward completed costings to customer representatives for PO issuance or PO revisions.
Open customer orders in Visual and QuickBooks.
Prepare orders for invoicing by confirming synchronization of parts and labour between CompIS (internal system) and Visual.
Ensure freight and customs duties are added to orders prior to billing.
Maintain and update the tracking spreadsheet to monitor open orders, PO requests, and SO closures.
Provide billing follow-up and support to ensure timely invoicing.
Process intercompany purchase requirements when Canadian resources or parts are used for U.S. orders, or vice versa.
Coordinate with internal teams to ensure accurate cross-border cost allocation.
Answer incoming service calls and direct them appropriately to ensure rapid response times.
Track and obtain daily updates from field technicians to support scheduling, dispatching, and customer communication.
Manage spare parts orders through the full cycle: quoting and ordering.
Support service-related special projects as assigned.
Coordinate weekly on-call technician schedules with the Service and Controls teams.
Maintain accurate records of on-call assignments.
Manage WSIB Certificates and Certificates of Insurance (COIs).
Provide customers with the required documentation upon request.
Strong organizational and multitasking abilities.
High attention to detail and accuracy in data entry and costing.
Customer-centric mindset with strong communication skills.
Ability to work in a fast-paced, 24/7 service environment.
Proficiency with Visual, QuickBooks and ERP systems, and related service management systems.
Tariff knowledge is an asset.
Qualifications and Education Requirements
- High school and some college
- Proficient in office systems software
- Team player
- Resourceful
- Good interpersonal skills
- Punctual
- Excellent Organizational skills
- Tactful
- Discreet and honest
Job Type: Full-time
Pay: $26.00-$36.00 per hour
Expected hours: 40 per week
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Tuition reimbursement
- Vision care
Application question(s):
- Do you have any experience with tariffs, US exporting
Experience:
- Visual: 2 years (required)
- Customs (shipping): 2 years (required)
Work Location: In person
