Service Dispatcher/Coordinator

Join Our Team at GeoTility! GeoTility is looking for an organized, positive and highly dependable Service Dispatcher / Coordinator to join our team in Kelowna. At GeoTility, we have dedicated ourselves to being an industry leader by providing high-quality geothermal and HVAC systems, technical knowledge and service to our clients. Our team has successfully completed hundreds of geothermal installations ranging from single-family residential homes to large commercial and institutional projects throughout Western Canada and the Pacific Northwest. This position will play a key role for our service department as the central individual who will coordinate the day-to-day activities of our service technicians and provide customers with a consistent point of contact from the initial service request through completion, invoicing and after care. We are looking for someone who enjoys staying organized, communicating with people and keeping a busy service department moving. A high level of responsiveness to internal and external individuals is expected and required. Your Role Will Include Receive incoming service calls and act as the primary point of contact for service customers. Book service appointments and coordinate technician schedules. Maintain and continually update the daily and upcoming service schedule. Dispatch technicians based on urgency, location, availability and required technical skill. Communicate schedule changes, access requirements and service updates to customers and technicians. Hold brief daily check-ins with service technicians to review scheduled work, priorities, outstanding issues and follow-up requirements. Coordinate technician debriefs and ensure required follow-up work is captured and scheduled. Respond to day-to-day service issues including access problems, scheduling conflicts, customer concerns and changing priorities. Create, maintain and close out service work orders and ensure information is accurately documented. Prepare quotations for service repair work and coordinate approval with customers. Follow up on outstanding quotations and authorized repairs. Order parts, materials and equipment required for service work. Coordinate parts availability and ensure technicians have the materials required before scheduled service calls wherever possible. Assist with management of technician truck stock, service tools and service-related warehouse requirements. Review completed service documentation for accuracy and billing readiness. Prepare and process service invoices. Assist with accounts receivable follow-up related to service customers. Maintain accurate customer, equipment and service history records. Track outstanding service calls, return visits and incomplete work to ensure items do not fall through the cracks. Provide customers with proactive updates regarding scheduling, parts delays, repair status and completion. Assist in developing and improving service department processes, scheduling systems and administrative structure. Provide backup coverage for general reception phone calls when required. Provide backup support for incoming and outgoing deliveries and couriers. Work closely with service technicians and management to continually improve customer service and department efficiency. What We’re Looking For The right person for this role will be highly organized and comfortable managing several priorities at once. Ideally, you will have: Previous experience in dispatching, service coordination, administration or a similar customer-facing role. Strong organizational and scheduling skills. Excellent verbal and written communication skills. Strong customer-service skills and a professional approach when dealing with customers. The ability to remain calm and organized when schedules or priorities change throughout the day. Strong attention to detail and follow-through. The ability to work independently while also supporting a team. Experience preparing invoices, quotations or accounts receivable doc…

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