Fuels System Coordinator
- Mississauga, ON, Canada
Contract
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Job details
- Job type
- Contract
- Apply by
- Experience
- Minimum 1 -2 years' dispatching experience in a similar industry.
- Posting language
- English
- Posted
Original job description
Summary
The Fuels System Coordinator is a professional who excels in the coordination of activities to deliver excellent customer service. These activities include scheduling, excellent communication (with
customers, technicians, and other internal staff), a sense of urgency, a high degree of organization to administer and maintain control of work in progress, project management support, and invoicing on a timely and accurate basis.
The Ideal Fit (Core Competency)
Ensure all customer interactions (both internally and externally) are performed to the expectations of WOW customer service, including facilitating our commitment to be on time, conveying what to expect, ensuring the technician arrives prepared, and developing a strong relationship and understanding of the various sites and site personnel. Maintain open communication with project managers and sales staff to maximize awareness of field operations and requirements. Support the day-to-day business operational needs: Work closely with project and sales team to schedule project and repair repair activities, receiving of vendor and supplier invoices, opening of projects in GP, updating and maintaining CRM, create service appointments and dispatching of technicians. Facilitate payment means, pre-approvals, purchase orders, and initiate opening of new accounts. Support project managers with the preparation of project documentation: Health & Safety paperwork, TSSA permits, Notice of Projects, and closeout documents. Build and maintain the department schedule with guidance from management and team. Ensure all activities, one-time or recurring, are scheduled appropriately with the allocated resources. Invoicing - ensure work orders are opened and closed on a timely basis to properly support technicians in the field and increase productivity. Verify the accuracy of all work orders prior to invoicing i.e. technician hours, labour rates, and parts used must be accounted for and billed correctly prior submitting the invoice. All completed work orders must be invoiced within 72hours of the work performed
The Fuels System Coordinator is a professional who excels in the coordination of activities to deliver excellent customer service. These activities include scheduling, excellent communication (with
customers, technicians, and other internal staff), a sense of urgency, a high degree of organization to administer and maintain control of work in progress, project management support, and invoicing on a timely and accurate basis.
The Ideal Fit (Core Competency)
- Customer service skills -assist the Company in developing stronger relationships with our customers and suppliers. Provide our customers with exceptional service, ensuring they have
- Communication-clearly communicate all relevant information to our customers and technicians. Set and manage expectations to avoid future conflicts. Efforts shall be made to ensure all scheduled appointments are kept and honored; however, should circumstances beyond our control arise, contact the customer prior to the scheduled appointment and advise them of the change.
- Flexibility-Always be flexible to meet the needs of the business; at times rescheduling non-critical work may be required.
- Attention to detail-ensure all Company documents are accurate, professional, spell checked, and aesthetically pleasing for all our customers and suppliers.
- Teamwork - communicate and coordinate with others in the department to solve problems and avoid disputes, always putting the customer (external and internal) first. Work harmoniously with other departments in the Company towards our common goal to be the best in our industry.
- Innovation - our goal is to provide the best customer service in the industry. Work with the manager to establish policies, practices, and systems to achieve this strategic objective.
- Pride in work - present a professional image to our customers and suppliers while maintaining the highest ethical standard of conduct.
- Conflict resolution - take a proactive approach in resolving customer complaints and disputes with 100% customer retention as a continued goal.
- Adhere to all health and safety rules and recommendations, never making compromises in a situation that is potentially unsafe.
- Monitor Smart Lists to determine available calls that can be invoiced.
- Create Customer invoices for contractual Field Service work performed. Ensure accuracy in amounts compared to contract.
- Process invoices and forward them to our customers by mail or email, adjusting invoices as needed with required credits.
- Monitor return invoice inbox for customer correspondence and rejected invoices.
- Follow-up with the branches, technicians for completion of documentation.
- Verify that all supporting documentation is attached to each invoice.
- Ensure metrics set in place with monthly goals are achieved.
- Attend quarterly meetings and be ready to share ideas revolving around invoicing.
- Coordinating warranty work - ensure work-orders are opened and coded as warranty when applicable and the status of the call is communicated to the Warranty Coordinator. Ensure technicians are aware of the time allowed to complete the warranty repair and that necessary approval is received from the manufacturer prior to completing the work.
- Verifying technician timecards - submit technician time cards to the department manager
- Documentation - as work orders are completed, ensure that any noteworthy information relayed by the technician e.g. parts required, cable lengths, number of techs required for execution, or any other special requirements are documented accurately for future reference. Ensure all related Company documents are accurate, professional, spell checked, and aesthetically pleasing for all our customers, and suppliers.
- Update financial spreadsheets and input new data daily.
- Prepare material for the Finance team each month at month end i.e., amounts invoiced, backlog of jobs and review jobs to be closed each month.
- In the case of a power outage or declared State of Emergency by any level of Government, be available for work.
- Other tasks and responsibilities as may be required from time to time consistent with the growth and development of Total Power and the position of CSS.
- Minimum 1 -2 years' dispatching experience in a similar industry.
- Demonstrated ability to troubleshoot basic questions of a technical nature.
- Excellent working knowledge of Microsoft Office, and strong computer skills / aptitude.
- Excellent communication; verbal and written.
- Excellent problem soIving, negotiation, and decision-making skills.
- Excellent organizational skills with strong multi-tasting capabilities.
- Manual dexterity is required to use desktop computers and peripherals.
- Overtime as required.
More about this job
Responsibilities
Coordinate customer service, scheduling, technician dispatch, project support, and communication with customers, technicians, project managers, and sales staff. Maintain work orders and documentation, process accurate and timely invoices, coordinate warranty work, verify technician timecards, and support financial reporting.
Requirements
Requires 1–2 years of dispatching experience in a similar industry, the ability to troubleshoot basic technical questions, and strong Microsoft Office and computer skills. Candidates should demonstrate excellent communication, organization, multitasking, time management, accountability, dependability, problem-solving, negotiation, and decision-making skills.
Skills
- Customer Service
- Scheduling
- Dispatching
- Communication
- Time Management
- Organization
- Attention To Detail
- Problem Solving
- Negotiation
- Decision-Making
- Project Coordination
- Invoicing
- Microsoft Office
- CRM Administration
- Conflict Resolution
- Teamwork
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Customer Service & Support
- Logistics
- Finance & Accounting
- Manufacturing
Keywords
- Customer Service
- Scheduling
- Technician Dispatch
- Project Coordination
- Work Orders
- Invoicing
- Microsoft Office
- CRM
- Microsoft Dynamics GP
- Smart Lists
- Warranty Coordination
- Timecards
- Health And Safety Documentation
- TSSA Permits
- Notices Of Project
- Purchase Orders
- Pre-Approvals
- Vendor Invoices
- Financial Spreadsheets
- Contractual Field Service
- Technician Scheduling
- Invoice Reconciliation
- Customer Retention
- Machinery Manufacturing