Service Coordinator

Job summary

The Service Coordinator is responsible for scheduling and dispatching technicians, managing work orders, and coordinating service requirements. They also handle customer communication, invoicing, equipment procurement, and general branch administrative support.

Job details

Total Group of Companies is an industrial service company specializing in fire, rescue, medical, HSE, and training services. As Total continues to grow, we are actively seeking a full-time Service Coordinator to join our Edmonton, Alberta team. This position supports the daily coordination of service work, including scheduling and dispatching technicians, preparing work orders, communicating with customers, supporting invoicing, ordering equipment and supplies, and assisting with general branch administration. The ideal candidate will have previous experience in the fire protection industry or applicable experience within an industrial, construction, mechanical, safety, or field-service environment. Under the direct supervision of Management, daily tasks and activities include but are not limited to: * Answer and direct phone calls * Manage general email and internal and external correspondence * Schedule and dispatch technicians for service calls, inspections, repairs, and project work * Coordinate job locations, customer contacts, technician availability, and service requirements * Ensure technicians receive the information, equipment, materials, and documentation required for each job * Monitor active jobs and communicate scheduling changes or service updates * Review completed work orders and supporting documentation for accuracy * Use Xero to create and send customer invoices * Perform invoice verification and assist with general administrative processing and follow-up * Order fire protection equipment, replacement parts, tools, PPE, office supplies, and operational materials * Communicate with vendors regarding pricing, availability, lead times, and deliveries * Coordinate shipping, receiving, courier packages, deliveries, returns, and incoming equipment * Track equipment and maintain organization of shared office and work areas * Perform data entry and maintain accurate physical and digital records, tracking systems, and filing * Track outstanding work, upcoming inspections, recurring service requirements, and branch priorities * Provide general company, divisional, and branch operations support * Participate in occasional after-hours or on-call coverage as required The ideal candidate will possess the following traits: * Strong attention to detail and organizational skills * Ability to manage multiple tasks and priorities in a fast-paced environment * Ability to work independently and as part of a team * Positive attitude and willingness to learn * Flexibility and adaptability to changing priorities * Safety-first mindset * Dependable and solutions-oriented * Professional when communicating with customers, technicians, vendors, and coworkers The ideal candidate will meet the following criteria: * Education: Post-secondary certificate, diploma, or equivalent experience preferred * Experience: Two to three years of office administration, service coordination, dispatch, or related experience preferred * Previous experience coordinating technicians, service calls, work orders, or field operations is essential * Experience using Xero or similar accounting and invoicing software * Strong proficiency in Microsoft Outlook, Word, Excel, Teams, SharePoint, and PowerPoint * Strong data-entry, recordkeeping, and document-management skills * Strong written and verbal communication skills * Ability to work full-time on-site at the Edmonton, Alberta location * Valid driver’s licence and reliable transportation Applicants with the following experience will be given priority consideration: * Previous experience in the fire protection industry or a related industrial, construction, mechanical, safety, or field-service environment * Knowledge of fire extinguishers, fire alarm systems, fire suppression systems, sprinkler systems, or related equipment * Experience ordering fire protection or industrial equipment and supplies * Experience coordinating service work from the initial customer request through completion and invoicing

What you’ll do

The Service Coordinator is responsible for scheduling and dispatching technicians, managing work orders, and coordinating service requirements. They also handle customer communication, invoicing, equipment procurement, and general branch administrative support.

Requirements

The ideal candidate should have two to three years of experience in office administration, dispatch, or service coordination, preferably within an industrial or field-service environment. Proficiency in Microsoft Office suite and accounting software like Xero is essential, along with strong organizational and communication skills.

Listed skills

• Customer service · Preferred
• Microsoft Teams · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Office Administration · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• Inventory management · Preferred
• scheduling · Preferred
• invoicing · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Service coordination
• Dispatching
• Office administration
• Data entry
• Customer service
• Invoicing
• Recordkeeping
• Document management
• Scheduling
• Inventory management
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft Teams
• Xero
• Communication
• Industrial Construction
• Office Supply Management
• Industrial Equipment
• Fire Protection
• Shipping And Receiving
• Customer Contacts
• Document Management
• Office Administration
• Xero (Accounting Software)
• Record Keeping
• Organizational Skills
• Solution-Oriented
• Positivity
• Willingness To Learn
• Accounting
• Adaptability
• Management
• Customer Service
• Data Entry
• Field Service Management
• Fire Alarm Systems
• Fire Suppression Systems
• Operations
• Telephone Skills
• Microsoft PowerPoint
• Microsoft SharePoint
• Verbal Communication Skills
• Environment Health And Safety
• Coordinating
• Filing
• Sprinkler Systems
• Detail Oriented

Job areas

• Administrative
• Customer Service & Support
• Logistics
• Construction
• Security & Safety
• Service Coordinator
• Administrative Clerk / Coordinator
• General Office Clerks
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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