Install Coordinator

Business: Design Flow

Location: Eldersburg

FULL TIME • PERMANENT

Business Product/Service: Residential hvac

Business Address:
5975 Exchange Drive
Eldersburg, Maryland 21784

Phone: (443) 878-8278

Contact Name: Patty Pentz
Title: General Manager
Email: Patty@designflowhvac.com
Website: https://designflowhvac.com/contact/

Job Description

Job Title:
Department: Installation Coordinator
Installation

Pay Scale:
FLSA Status: $18 – $30
Non-Exempt

Work Hours: 8:00am to 4:30pm, Monday through Friday, some overtime

Primary Job Function: To manage the day to day scheduling operations, ensure that jobs are ready for installation. Company purchasing duties per the company’s purchasing procedures. Responsible for the creation of department job files, contacting customers regarding scheduling issues, scheduling subcontractors and inspections. Responsible for coordinating communication between installers, field supervisors, customers, vendors and the office.

Reports to: Installation Manager

Required Qualifications:
• Advanced customer service skills.
• Ability to multi-task
• Organized
• Geographical knowledge of sales area or map reading skills • High school diploma or general education degree (GED)
• Two years related experience and/or training in customer service and/or project management or equivalent combination of education and experience

Job Requirements

Qualifications Desired:
• Excellent verbal skills
• Professional phone skills
• Strong interpersonal skills
• Working knowledge of GPS and mapping software
• Microsoft Office 365 Experience • Energetic personality
• Well organized and ability to work independently
• Service Titan Experience
• Ability to problem solve pertaining to position
• 3+ years HVAC office experience

Duties:
• Update and maintain schedule board with all sold jobs, communicate scheduling issues with other departments including sales.
• Check paperwork and timecard from previous day’s job, schedule any checklists or uncompleted items.
• Make sure that all jobs have permits and the inspections are called in timely.
• Capture all information from the sales department for the installation department.
• Ensure that all equipment and material is ready and staged for the installation.
• Schedule subcontractors; a five-day lead-time should be maintained.
• Ensure that Purchase orders have been procured and stages.
• Know whereabouts and progress of crew daily.
• Create install job folders
• Complete customer rebates
• Return customer calls in a timely manner, resolving open issues in a fast/efficient manner etc.
• Process extended warranties and customer rebates, send warranty confirmation to customer.
• Additional duties as assigned.
• Participate in sales meetings.
• Maintain equipment pricing.
• Schedule and Coordinate install schedule with Clients
• Keep clients up to date on job status and install progression

• Follow-up with client to confirm job completion and satisfaction.
• Coordinate with vendors as needed regarding returns, warranty, delivery, etc.
• Coordinate van service and repairs with the fleet supervisor.
• Coordinate scheduling for Service Technician labor 5 days prior to project with Service Dispatcher.
• Facilitate any and all job site deliveries.
• Return overage stock to vendors, write PO and have material set out for pick up by vendor.
• Keep install stock fulfilled at shop
• Complete paperwork for job costing, orders received etc and send to Accounting.
• Schedule layouts and update layout & design schedules, coordinate with Foreman/Installation Manager.
• Assist with overflow calls from service & during service dispatcher time off
• Assist dispatch with parts check in as required
• Load proper documentation to customer folders
• Assist sales manager as required
• Coordinate with service dispatcher
• Keep track of delivery dates & follow up to confirm equipment/materials have been delivered if working remote
• 3 ring rule, if phone rings 3 times, place call one on hold & answer call

Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be enable individuals with disabilities to perform the essential functions.
• Normal Office environment, with normal temperature exposure and lighting.
• Use of all 5 senses, including close up vision, distance vision. • Ability to work in a sitting position in front of a computer screen for up to 8 hours per day.
• Ability to pull small parts and organize installation jobs (less than 25lbs)
Performance Indicators:
Certain key business indicators that will measure the effectiveness of the Installation Coordinator. These include the following:
• Number of jobs not forwarded to operations within one day due to incomplete or incorrect packet information for longer than one day.
• Number of payments held up as a result of not preparing finance documents timely or correctly.
• Timeliness in follow up with customer when job is complete, to be done within three days of installation.
• Timeliness of reports.
• Organization of dispatch of installation crews

Other Job Requirements
Driver’s License, Driver’s Record Check, H.S. Diploma/GED

Wages per hour: $18-$30 per hour based on experience
Number of openings: 1
Overtime: NO
Benefits: YES
Health Coverage – 75% employer paid, Dental _75% employer paid, vision, 7 holidays paid, earned pto the first year and company paid life insurance.

Days of Work:
MONDAY 8 am 4:30 pm  TUESDAY 8 am 4:30 pm  WEDNESDAY 8 am 4:30 pm  THURSDAY 8 am 4:30 pm  FRIDAY 8 am 4:30 pm
Shift:

How to Apply: https://designflowhvac.com/contact/
Willing to Train: NO
Experience Required: YES
Experience in Months: prefer 1 year of relatable job experience
Minimum Age: 21 & over
Closing Date: 01/05/2024