Service Coordinator/ Order Control

DUAL ROLE: SERVICE COORDINATOR & ORDER CONTROL COORDINATOR
Beyond the Basics Fitness is a Commercial Fitness Equipment supply & service company, privately owned and based in Calgary. We have been in business for over 19 years, providing best-in-class service & installation for hundreds of clients around Western Canada. BTB is currently undergoing a significant growth phase, and require a highly organized person to join our team to support a couple of key functions.
This full time position will fulfill 2 critical roles within the organization;
Service Coordinator
• Intake client service requests via email, phone, website
• Organize, schedule & dispatch a team of service technicians to client sites for diagnosis & repairs
• Gather notes from technicians and report back to the client
• Order and track incoming parts from manufacturers
• Produce Work Orders and Invoices for completed work
• Must be able to communicate comfortably and effectively with clients, technicians, and suppliers via phone, text, and email.
• Pre-schedule and coordinate Preventative Maintenance visits
Order Control Coordinator (OCC)
• Essentially responsible for tasks that fall between the time a client places an order, until the time the equipment is installed.
• Identify what product on a client order needs to be ordered, and what can be fulfilled with existing inventory.
• Place Purchase Orders with our vendors for items required, and ensure product arrives in a timely manner.
• Identify and resolve challenges that occur with back ordered / damaged / incorrect products.
• Routinely report to the team with updates on product ETAs, challenges, and solutions
• Communicate directly with the customers to coordinate delivery, and update them on any challenges that occur during the process.
• Communicate with freight companies to receive quotes, and coordinate pick up of products from our manufacturers.
• Assist in the warehouse to count and tag inventory, and prepare products for delivery (some lifting required).
Critcal Skills Required
• Verbal and written communication
• Problem solving ability
• Computer skills including Excel, Outlook, Google Docs are critical. Working knowledge of Quickbooks is beneficial
• Personal organizational skills, and the ability to support a team of field technicians in managing multiple tasks
• A basic understanding of fitness equipment would be very beneficial.