Controls Coordinator

Description

JOB DUTIES AND RESPONSIBILITES:

• Controls Coordinator is responsible for moderately complex daily, weekly, and monthly planning, coordinating, controlling, and directing of Controls Department manpower and resources.
• Responsible for customer interaction, communicating with Controls Technicians, Electricians, System Managers, System Specialists, Programmers, Graphics Designers, and coordinating construction projects with Project Managers.
• Take incoming customer calls, schedule, coordinate, and prioritize all calls as they are received.
• Dispatch System Specialists for service and maintenance calls.
• Debrief System Specialists after completion of each call.
• Generate, process, close, post, and bill service, maintenance, lighting, and warranty work orders in a timely manner.
• Coordinate with On-Call Technician and Answering Service regarding after hours calls and respond to all messages left overnight. Maintain the On-Call Schedule.
• Coordinate, prioritize, and schedule construction department Controls project requests with Purchasing, Warehouse, Project Managers, Construction Coordinator, and Controls Project Manager.
• Scan in daily Raken project status reports into Jonas work orders or project job folders if Project Manager/Construction Coordinator has not already done so.
• Daily/weekly file and post Raken reports into appropriate Controls Project Folders and Work Orders.
• Co-ordinate and update dispatch board/schedule with System Managers, System Specialists, and Project Managers hourly/daily as needed.
• Help System Managers and Project Managers forecast upcoming work week so that every Friday morning a new schedule is created for the upcoming week.
• Review open work orders every Friday morning. Follow up on all pending and recommended service repairs from Control work orders and “predictive” maintenance repairs from the preventative maintenance tasking sheets with System Specialists.
• Contact customers with “Parts Pending” status as parts are received for scheduling.
• Assist System Specialists with repair quotes as needed. Assist with parts ordering for special orders as needed. Generate controls purchase orders. Review service work orders and maintenance tasking lists for potential repairs and give copies to System Specialists.
• Maintains customer satisfaction by investigating service issues, routing them to the assigned staff, and responding to special requests. Assist with timekeeping posting errors as needed.
• Run monthly/weekly/daily reports as needed for Controls Department management staff.
• Maintain and update Controls service and maintenance agreement customer/accounts receivable data bases. Entering new A/R information, service tables, and discounts into accounting software.
• Co-ordinate scheduling preventative maintenance calls with System Specialists and post them to the daily dispatch board/schedule.
• Process daily, weekly, and monthly Controls, Lighting, Service, and Maintenance billings.
• Co-ordinate with Project Managers and Operations Manager on collection of past due receivables to keep A/R current.
• Assist with Fleet management, inventory tracking, and shipping of returns.
• Other duties, responsibilities, tasking, and special projects as assigned by management or ownership.

Requirements

• Minimum education high school diploma or GED equivalent for strongly qualified candidate.
• Certificate/Training/Degree from college or business school highly preferred. Three (3) to five (5) years related experience and/or training in customer service, dispatching, or project management and/or equivalent combination of education and experience.
• Some Building Automation, HVAC, or Construction background will be helpful but we are willing to train the right candidate.
• Valid Colorado driver’s license with no major traffic violations, suspensions, or DUI’s in previous 5 years.
• No current or pending Workman Compensation Claims.
• Must successfully complete background check, drug screen, physical conditions of employment job screen, and team interview as condition of employment.
• Strong written and verbal communication skills.
• Good proficiency with computers and Microsoft Word, Excel, Outlook, One Drive, Teams, and Windows.
• Previous experience with accounting software program(s).
• Proactive approach with willingness to work independently as well as part of a team.
• Highly organized individual. Ability to multi-task. Experience prioritizing tasks in order to meet tight deadlines within a fast-paced organization.
• Possess a flexible personality because of the demands of shared work tasks with controls, service, and construction departments.
• Ability to maintain a positive, willing, and trainable attitude.
• Willingness and commitment to attend company sponsored training to keep knowledge and skills updated.
• Ability to get along with and work well with people on all levels and departments within and outside the company. Team player.
• Reliable transportation to and from work.