Springfield, OH, USA
Pay Scale: Up to $70,000/yr Salary plus Incentives
FLSA Status: Exempt – Administrative
Work Hours: 6:45am to 5:00pm, Monday through Friday, some overtime, some weekends and weeknights
Primary Job Function: To manage the Installation Department, including the day to day scheduling operations, dispatching of the crews, and ensuring that jobs are ready for installation. Clear and concise communications with company and customers, including keeping customers appraised as to company schedule and requested lead time. Oversee the training and efficiency of company installers. Adherence and enforcement of company’s “Will Call” policy. Implementation and enforcement of company’s purchasing policy. The overall supervision of the company’s installation crew and the profitability of installation jobs. Scheduling subcontractors and inspections. Responsible for coordinating communication between installers, customers, sales, vendors, and the office.
Reports to: Senior Management
- 5+ years of Residential and Commercial HVAC installation experience
- 3+ years of Management experience
- Knowledge of HVAC industry
- Advanced customer service skills.
- Ability to multi-task
- Geographical knowledge of sales area or map reading skills
- Strong interpersonal skills • Ability to set and manage timeline goals
- High level of Pride in workmanship
- Well organized and ability to work independently
- 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
- 10+ years of Residential and Commercial HVAC installation experience
- 3+ years field foreman experience • 3+ Installation Manager experience
- Update and maintain schedule board with all sold jobs, communicate scheduling issues with other departments including sales.
- Review new jobs with installer, check paper work and time card from previous days job, find out any punch list or uncompleted items.
- Ensure signed time cards are turned into accounting at set daily times.
- Make sure that all jobs have permits and the inspections are called in timely.
- Meet inspectors on all installation jobs to insure code compliance.
- Check installer’s tools and van once a quarter.
- Walk shop and loading area, answer questions, installers gone by scheduled times
- Ensure that all equipment and material is ready and staged for the installation.
- Turn in all files for billing from prior day.
- Facilitate installer’s performance incentives (if applicable).
- Ensure Installation fleet is properly maintained and meets the company standards for cleanliness inside
- Schedule subcontractors; a five-day lead-time should be maintained.
- Ensure that Purchase orders have been procured and stages.
- Return customer calls in a timely manner, resolving open issues in a fast/efficient manner etc.
- Know whereabouts and progress of crew daily.
- 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.
- Check two jobs in progress each day for quality & on time status.
- Coordinate with vendors as needed regarding returns, warranty, delivery, etc.
- Coordinate van service and repairs with the fleet supervisor.
- Be available for installers to contact you easily for questions, know whereabouts and progress of crew during the day.
- Facilitate any and all job site deliveries.
- Return to the shop each day to update schedules, finish drawings, debrief installers, etc.
- Return overage stock to vendors, write PO and have material set out for pick up by vendor.
- Manage warehouse person to make certain that all jobs for the next day have been pulled and staged in the loading area.
- Participate in quarterly inventory count.
- Complete paperwork for job costing, orders received and send to Accounting.
- Schedule layouts and update layout & design schedules.
- Additional duties as assigned.
Success Factors / Job Competencies:
- Leadership – Demonstrated ability to lead others and get results through others
- Planning – Ability to think ahead and plan over a 1-, 2-, and 5-years’ time frame
- Management – Ability to organize and Manage multiple priorities
- Problem analysis and problem resolution at both strategic and tactical levels
- Commitment to Company Values
- Procedure and Process – Champion the belief and adherence of procedures and processes
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 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.
Certain key business indicators that will measure the effectiveness of the Installation Coordinator. These include the following:
- Contract performance, how many hours for shop, install, gas pipe, trim and startup are incurred, compared to the number of hours estimated.
- 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.
- Degree to which unproductive labor or lost time is minimized.
- Degree to which Installers improve in ability and in efficiency.
- Gross Margin %, Commercial & Residential
- Timeliness in follow up with customer when job is complete, to be done within three days of installation.
- Number of warranty calls, resulting in non-billable time.
- Quantity of rush orders, will calls as a result of poor planning.
- Number of return trips/call backs due to installer error.
- Timeliness of reports.
- Quality of installers’ paper work and documentation of operations/installations.
- Organization of dispatch of installation crews
- Number of times jobs not started on time.
- Number of jobs held up due to material, equipment or fittings not ready
- Paid Vacation
- Paid Holidays
- Company Phone
- Company Vehicle
- Company Uniform