Service Coordinator

  • Seattle, WA
  • Full Time
  • Entry Level

At Dowbuilt, the care we put into building relationships is as important as the craftsmanship that goes into each home we build. So it’s no surprise our clients trust us to continue caring for their homes. Our service team goes beyond simple, routine maintenance – they apply the eye of a craftsman, the foresight and communication savvy of a project manager, and an unrivalled since of pride that comes from solving puzzles and delivering outstanding results.

The service coordinator assists the Seattle-based Service department by performing assignments under the direction and supervision of service managers and service director, pursuant to department standards and procedures. This position will primarily support our Washington and emerging service markets with secondary support to regional service management in New York and San Francisco.

Responsibilities and Duties:

Accounts Payable:

  • Serve as primary liaison for all Accounts Payable inquiries and adjustments, ensuring all payments are made accurately and timely
  • Collect, review, code and approve job-related receipts and invoices
  • Collect and report monthly / quarterly fuel receipts for fuel stipends
  • Work with accounting to set up accurate and complete subcontractor information for new subcontractors; draft Subcontract Agreements for new subcontractors and route for approval
  • Assist Service Techs and Managers with procurement of materials and supplies through Company departments (IT, Vehicle Manager, etc.), department credit card or business accounts (Amazon, store accounts, etc.)
  • Review and edit coding of service technician’s time entries weekly

Accounts Receivable:

  • Serve as primary liaison for all Accounts Receivable inquiries and adjustments, ensuring all invoices are accurate and complete
  • Work with accounting to set up accurate and complete client billing information for new clients; draft Service Agreements for new Service clients and route for approval
  • Create pre-billing report and coordinate with regional Service Managers to review, edit and submit to Accounting
  • Extract data, create and attach complete and accurate field reports to all monthly Service invoices
  • Distribute majority of Service department bills and statements to clients via email and USPS mail
  • Coordinate with Accounting and Service Managers to track cash receipts and aged receivables; report weekly to management

Administrative Support

  • Provide a high level of customer service to clients, employees, vendors and subcontractors
  • Develop and maintain a high level of trust with Service managers, clients, field technicians and employees by responding to and investigating inquiries in a timely manner
  • Establish new client records in CRM and document sharing systems; maintain accurate and complete client and project information in accordance with departmental standards of organization and recordkeeping
  • Respond to general phone and email inquiries; gather information and route to appropriate resources
  • Assist Service Technicians with drafting and editing estimates using Excel template
  • Support training and onboarding new Service employees by preparing training materials and required forms; liaise with Service department resources, HR, IT and Office Manager to ensure complete and welcoming new hire training experience
  • Attend and contribute to monthly Service Team Meetings and weekly Service Admin Meetings; contribute to agenda creation and follow up as needed

Qualifications and Skills:

  • Bachelor’s degree or equivalent education and combined professional experience
  • At least 1 year of experience with Accounts Payable and/or Accounts Receivable processes
  • Proficient with Company software tools (MS Excel, MSWord, MS Outlook and Slack)
  • Familiarity with financial, customer relationship management, contract management, database, document sharing and/or spreadsheet software (Sage, Insightly, SmartSheet, DocuSign, AirTable, ShareFile, etc.)
  • Maintain a consistent level of billable hours as established with Service Director
  • Ability to remain calm and composed when dealing with problems, difficult people, and frequent interruptions
  • Ability to work overtime when needed
  • Desire and ability to pursue on-going educational opportunities in order to expand construction knowledge and technology, and to stay up to date on changing building products and processes
  • Excellent organizational skills and precise attention to detail, even under pressure
  • Problem-solving, analysis and process improvement skills
  • Excellent verbal and written communication skills with a customer service focus
  • Work independently as well as part of a team
  • Must be able to comply with Dowbuilt’s drug and alcohol policy
  • US work authorization

What We Offer

  • Competitive Pay Commensurate with Skills and Experience
  • 100% paid Medical and Basic Life Insurance for employees
  • Cost-shared, affordable Dental and Vision coverage
  • Education Reimbursement Program
  • Paid Holidays
  • Paid Time Off
  • 401(k) retirement savings plan with employer profit sharing contributions

Our Values

  • A shared vision among owner, architect and builder
  • An openness to, and enthusiasm for, learning
  • An environment of trust and confidence, in ourselves and in others
  • A thriving, diverse workplace
  • Taking full responsibility for, and ownership of, outcomes
  • Building and sustaining lasting relationships
  • Transparency in all aspects of the business
  • Setting and then exceeding expectations

Dowbuilt is an equal opportunity employer that values diversity within our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Learn more about our incredible team and amazing projects by visiting: dowbuilt.com

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