Coordinator

You will be responsible to drive SPOT (Service Performed One Time) growth within the business through direct involvement in the quoting, delivery, billing, and reporting processes for Reactive Quoted Work (RQ). You will have day to day interaction with key members of the service team (FSPs, FSS, SBL, RGM), customers, and suppliers. You will lead continuous improvement initiatives including enhanced use of estimating and mobile tools for digitization.

Our customers value our ability to deliver quotes quickly and efficiently as part of our service delivery.

Key focus areas: Spot Quoting

1. Support Field Service Professionals (FSP), Field Service Supervisors (FSS) with proposal generation for medium-high complex opportunities.
2. Obtain parts / subcontractor / special pricing as required.
3. Create SPOT quotes in quoting system (Salesforce and CPQ), and prepare estimates for approval (with input from field).
4. Generate proposals for review and approval (with input from field).
5. Send proposals to customers and follow up for feedback and their approval / order to proceed.

SPOT Delivery

1. Customer setup (if new) including verification of customer information in SAP / SMS.
2. Book RQ as needed (Ensures proper assignment to, customer name, scope, and PO is entered).
3. Ensure proper documentation is received, COI / SOVs / Signed Documents are returned.
4. Generate work orders through BSC and dispatch.
5. Inform field of work order information, verify schedule for delivery, communicate schedule to customer.
6. Order, receive, and coordinate all material for the job.
7. Issue POs, mobilize, schedule subcontractors (with input from field).
8. Track progress of open RQs in SMS (tracking orders, scheduling delays, invoicing activity, etc.).
9. For larger or quoted SPOT jobs, liaise with administration team to complete progress billing.
10. Ensure 100% completion of work in the field with field staff.
11. Verify the work order is closed and exported in SMS.

SPOT Close Out and Billing

1. Ensure all material / sub / other costs are processed and transacted to the job (including follow up with suppliers to ensure costs are correctly captured).
2. Monitor billing reports and unbilled to ensure the job has been correctly processed and billed.
3. Send invoices to customers as needed.
4. Follow up with customers (when needed) to ensure paperwork / invoice received.
5. Check on satisfaction of job as needed.
6. Ensure cash collection and follow up on disputes as needed.
7. Report monthly performance of team for spot work including unbilled.
8. Complete job forecasting (if required) and overall job monitored for cost against the estimate.
9. Escalate items as needed to FSS / SBL if not tracking to target or estimate.
10. Promote and enhance CPQ adoption and use of CPQ mobile across the teams.
11. Support implementation of additional work digitization activities and act as local champion for these initiatives.

Must-Have

1. High School Diploma.
2. 3 years of work experience in a professional business environment.
3. Excellent computer skills, including proficiency in MS Office (Word, Excel, and PowerPoint).

We Value:

1. Bachelor's degree highly valued.
2. Good written and oral communication with strong attention to detail.
3. Basic project management skills, including task prioritization, scheduling, cost management, and reporting.
4. Ability to follow instructions and identify opportunities for improvement.
5. Previous industry experience.
6. Previous technical / installation experience.
7. Bachelor's degree or technical / professional certificate.
8. Internal sales or account management experience.