Job Summary: As a Client Service Coordinator in the commercial HVAC industry, you will play a vital role in ensuring smooth and efficient operations by coordinating client service activities and facilitating communication between clients and internal teams. You will be responsible for processing quote approvals, placing purchase orders with suppliers, confirming ETA for parts orders, providing assistance to Client Account Managers (CAMs) with parts-related issues, as well as managing the logistical aspects of scheduled jobs and warranty claims. Your attention to detail, proactive communication skills, and ability to navigate supplier relationships will contribute to the overall success of our client service operations. 

Responsibilities:  

1.  Processing Quote Approvals: 

o       Review and process quote approvals received from clients in a timely and accurate manner. 

o    Ensure that all necessary documentation and approvals are obtained before proceeding with purchase orders. 

2.     Placing Purchase Orders with Suppliers: 

o       Coordinate with suppliers to place purchase orders for HVAC parts and equipment based on client requirements and approved quotes. 

o  Verify pricing, availability, and delivery timelines before finalizing purchase orders. 

3.     Confirming ETA for Parts Orders: 

o       Communicate with suppliers to confirm estimated time of arrival (ETA) for parts orders and provide updates to clients as needed. 

o     Proactively address any delays or issues that may impact delivery timelines. 

4.     Follow-Up with Suppliers on Purchase Orders: 

o       Monitor the status of purchase orders and follow up with suppliers to ensure timely fulfillment. 

o     Address any discrepancies or concerns related to purchase orders, such as blown schedule dates, and work towards resolution. 

5.     Assisting CAMs with Parts Issues: 

o       Serve as a point of contact for Client Account Managers (CAMs) regarding partsrelated inquiries and issues. 

o    Collaborate with CAMs to address client concerns, provide status updates on parts orders, and facilitate timely resolution of issues. 

6.     Managing Lifts for Scheduled Jobs: 

o       Coordinate the ordering of lifts for scheduled jobs, ensuring availability and proper placement at job sites. 

o  Arrange for the removal of lifts once the job is completed, coordinating with technicians and rental providers as needed. 

7.     Creating Warranty Purchase Orders and Submitting Claims: 

o       Generate warranty purchase orders for replacement parts covered under warranty agreements.

o    Submit warranty claims to suppliers or manufacturers once required paperwork is received from technicians, ensuring timely reimbursement or replacement. 

Knowledge and Skill Requirement   

•                 Dependability and Understanding within the position.  

•                 Ability to prioritize and escalate workload as needed.  

•                 Ability to work within a team atmosphere.  

•                 Proficiency in MS Office (including Excel, One Note, Teams, Word)  

•                 Good communication skills and ability to relay information in a professional     manner.  

•                 Basic technical skill in multiple trades (HVAC/R, Electric, Plumbing, General Services)  

•                 Ability to multi-task and complete tasks in a timely manner under pressure    HS Diploma or GED