WHO WE ARE Â
Retail Mechanical Services is growing! We are looking for individuals who can assist us in providing excellent customer service through our core values of Commitment, Consistency, Creativity & Communication. Our services are utilized by various Fortune 500 retailers and restaurants at sites spanning the Unites States, Canada and Puerto Rico. Â
 Â
Essential Duties and Responsibilities Â
- Communication – The key to our success. Clear language, excellent written and verbal skills Â
- Commitment – We want to continue to grow our business and take our employees with us! Â
- Consistency – treat all our clients and vendors professionally and with respect. Â
- Creativity – get the best pricing possible for our vendors and clients. Â
- Technical Skill – be computer savvy Â
- Confidence – Be confident in your decisions Â
 Â
Essential Duties and Responsibilities Â
The essential functions include, but are not limited to the following: Â
 Â
Position Summary Â
The Client Coordinator is responsible for coordinating HVAC service calls between our clients and vendors, ensuring positive and professional service.  Have a good understanding of the mechanical operations of HVAC and refrigeration units.  Good Communication skills are a must to effectively communicate and maintain consistent contact with vendors, clients and staff.  Manage individual Que and follow ups, handle IVR check in/outs.  Negotiate rates and pricing for labor and materials.     Assist accounting with any billing issues.  Assist with Dispatch and recruit new vendors when needed. Â
Â
The elemental functions include, but are not limited to the following:Â
Â
Daily:Â
- Organization of inbound and outbound communication via emailÂ
- Inbound/Outbound phone calls/Answering Group LineÂ
- Communicate effectively with vendors, clients, coworkers and supervisorsÂ
- Verification and document client ETA’s on each work orderÂ
- Manage Individual Follow-Up QueÂ
- Manage IVR check ins and check outsÂ
- Maintain consistent contact with vendors updates/quotes/invoices/checklists/assetsÂ
- Update clients consistently and timely on work order status via client CMS platform, email and/or phoneÂ
- Negotiate vendor pricingÂ
- Review Quotes and adjust accordinglyÂ
- Enter vendor/client quotes into internal CMS platformÂ
- Understand basic mechanical operations of HVAC and refrigeration unitsÂ
- Document all client and/or vendor communication Â
- Assist accounting department with any issues/discrepancies on work ordersÂ
Â
Weekly/Bi-WeeklyÂ
- Attend bi-weekly team/company meetingsÂ
Â
Monthly:Â
- On call rotation – required after successful completion of trainingÂ
Â
As Needed:Â
- Dispatch assigned work orders, scheduling with vendor/clientÂ
- Recruiting for new vendors as needed (reactive/proactive)Â
- Assist other Dispatch/Coordinators & SupervisorsÂ
- Complete Quarterly/Annual self-evaluations Â
- Attend in office/off site trainingÂ
- Attend team/company meetingsÂ
Â
Â
Skills and Qualifications Required:Â
- Experience with multi line phone systemÂ
- Proficiency with Microsoft office (Excel, Word, Outlook, Teams)Â
- Previous professional customer service skills Â
- Strong clerical skills including data entry and organizationÂ
- HVAC/R Knowledge – preferred but not requiredÂ
- Previous CMS system experience preferred but not requiredÂ
- Willingness and ability to learnÂ
Â
Work Environment:Â
This is a full time position in a professional office setting. Our office is located in Bohemia NY. Standard work hours are Monday – Friday, 9:00am to 5:00pm. On-Call is required after you are fully trained.Â
Â
Benefits offered:Â Â Â
Medical, Dental, Vision, PTO, 401k with company match, Life insurance and FSA.Â