[Hiring] Service Operations Coordinator @BGIS

Role Description

The Service Operations Coordinator completes weekly tasks supporting the commercial HVAC business. Responsibilities include administrative, tracking, reporting, and follow-up tasks focused on ensuring technicians and managers are able to provide excellent client service on a daily basis. The role collaborates with multiple departments to meet deadlines and achieve operational goals. The Service Operations Coordinator demonstrates BGIS values in communications with clients and other team members.

Key Duties & Responsibilities

• Provide alerts to managers regarding anticipated overtime hours based on weekly trends.
• Track and report trends and repeated discrepancies on timecard data to Regional Service Managers.
• Facilitate communication between different internal departments ensuring alignment on focus activities and operational procedures.
• Coordinate vehicle maintenance activities with the commercial dispatch team and notify appropriate managers of scheduled appointments.
• Maintain on-call rotation information, Job Hazard Analysis (JHA) Audit Tracking sheet and audit report data.
• Assist with inventory process management through organizing information requirements and tracking business deadlines to optimize efficiency.
• Analyze pending compliance training completions and provide reminders on pending due dates.
• Assist with reporting functions for tracking business expenses and credit card spend (suspense reporting).
• Track key operational metrics, generate reports, and provide suggestions for process improvements.
• Monitor operational scorecards and dashboards (e.g., drive time, negative-margin jobs, first-time-fix rates) and highlight trends to managers to support informed decisions.
• Review daily time tracking and GPS/drive-time data for anomalies (e.g., excessive idle time, unusual routing, extended stops) and highlight exceptions to the appropriate manager on a timely basis.
• Review completed work orders and associated client billing for routine, lower-dollar invoices; confirm accuracy and route clean items forward for billing, escalating discrepancies or non-standard invoices to the appropriate manager.
• Serve as the first point of contact for accounts receivable/collections follow-up, coordinating the actions needed to clear outstanding client balances and escalating to the manager when intervention is required.
• Coordinate scheduling and logistics for weekly team meetings, including notetaking and tracking follow-up action items.
• Support onboarding of new technicians by tracking completion of onboarding checklist items, providing helpful information and escalating specific questions to subject matter experts for follow-up.
• Contribute to the completion of other key initiatives as assigned.

Safety and Quality Focus

• Maintain safe working conditions in personal workspace.
• Take corrective action when notified of safety observations.
• Follow all safety, environmental and sustainability policies, and protocols.
• Identify opportunities to minimize workplace injuries and accidents.

Qualifications

• High School Diploma or equivalent. College level coursework completion preferred.
• Two years of experience with administrative duties in operations or compliance roles requiring following established processes and procedures.
• Excellent organizational skills with ability to prioritize tasks in a fast-paced environment to meet multiple deadlines.
• Strong verbal and written communication abilities.
• Pro-active problem-solving approach with ability to learn quickly and apply appropriate resolutions.
• Data analysis and interpretation to identify trends and make informed decisions.
• Ability to perform as an individual contributor and also collaborate with other team members.
• Proficiency of Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint.
• Experience with report writing or timekeeping software a plus.

Requirements

• Ability and willingness to travel.
• Current valid driver’s license and ability to provide personal transportation for meetings and job visits away from the office with reimbursement.

Benefits

• Competitive Pay: $24-$32 per hour ($49,220–$66,560 annually)
• Generous Paid Time Off: Start with 48 hours, increasing to 168 hours with tenure.
• Paid Holidays: 7 per year (New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas)
• 401(k) Match: 5% employer match
• Company-issued cellphone and tablet
• Comprehensive health, dental, vision, life, and disability benefits
• Access to corporate perks through ADP
• Technical training and career development programs
• Opportunities for career advancement and relocation