Service Scheduling Coordinator

WHO WE ARE

We are the competitively unique OEM-agnostic provider of comprehensive services in the critical power space—serving both commercial and public sector markets. Based in Madison, Wisconsin, Facility Gateway (FGC) offers coast-to-coast tailored solutions that align customer values with employee satisfaction. Unlike many of our competitors, we develop, foster, and then closely match our core competencies with our customers' operational needs. That means no overselling and no underperforming—just straightforward, clear-cut, customer-centric offerings that are planned and coordinated by a top-notch administrative team and executed by a highly-skilled and tenured field support team.
Sound intriguing? Are you the next member of the Facility Gateway family? We challenge you to experience the difference first-hand and join our rapidly growing Madison administration team today!

WHO YOU ARE

As a Services Scheduling Coordinator based in our Madison facility, you will directly support our customers through the coordinated and collaborative planning and scheduling of onsite preventative, corrective and restorative maintenance of critical power systems (i.e., UPS, DC systems, inverters, PDUs, STS, and standalone reserve battery technologies). You will foster both new and existing customer growth as a direct interface between customers and service team members and partners and as a direct liaison to our business development team. You will execute critical thinking, problem solving and effective communication skills—perhaps all in parallel at times. As a Services Scheduling Coordinator for Facility Gateway, you will coordinate the effective and efficient utilization of service team resources to drive swift and superb solutions that address our customer needs and ensure company goals are achieved. You work well in non-static situations and can react and adapt quickly, as necessary. You are comfortable both working independently and supporting and driving team efforts, when required. You're a self-starter and a go-getter.

YOUR PRIMARY DUTIES AND RESPONSIBILITES

• Scheduling onsite preventive, demand, and emergency maintenance for customer equipment.
• Coordinating with vendors, subcontractors, and preferred service partners to ensure they are effectively supporting customers during scheduled site service visits.
• Confirming scheduled service appointments with both customers and field team members.
• Receiving and processing inbound emergency service requests, including dispatching field team members to customer sites.
• Communication with onsite field team members to review preventive and repair maintenance scenarios for customer equipment.
• Coordinated and rotated after-hours availability for customer emergency service requests and field team dispatch.
• Coordinating post-service repair options with vendors, subcontractors, and preferred service partners to meet customer needs expeditiously.
• Demonstration of satisfactory customer and inter-office relation skills, including effective and succinct communication with both.
• Timely and accurate completion and submittal of all job-related deliverables, including vendor field service report transcriptions and service quote requests.
• Maintaining of SOP documentation for future study and/or review.
• Participation in and completion of periodic role-specific training as deemed necessary by the Vice President of Operations.
• Other business-related duties as directed by organizational leadership.

THE QUALIFICATIONS WE’RE SEEKING

• High School diploma (or equivalent)
• Associate’s degree with a business or administration concentration preferred -OR-
• Prior route-based services scheduling experience preferred

YOUR KEY COMPETENCIES

• Conduct tactful and respectable interactions with customers and fellow team members to maintain productive, harmonious relationships.
• Promote and exhibit an “always selling” mentality when communicating with customers, service partners, and vendors.
• Possess a fundamental IT fluency with a focus on the Microsoft Office suite (Outlook, Excel, Teams, OneDrive, and Word primarily) and cloud-based SaaS solutions, as they apply to work productivity.
• Promote, mentor, and correct personnel activities and behaviors, when necessary.
• Live and project a customer and company commitment mentality through a routine focus on process, attention to detail, on-time service delivery, and an uncompromised dedication to the achievement of both customer and company objectives.
• Utilize proven reasoning abilities, sound judgement, excellent oral and written communication skills, and a collaborative approach to the team dynamic (even when operating independently).

ADDITIONAL ROLE REQUIREMENTS

• Standard workweek: M-F, 8 AM – 5 PM, but should anticipate minimal temporary adjustments to support fellow team member PTO and training cycles.
• Must possess a valid U.S. state or territory issued driver’s license.
• Supports the after-hours emergency service request response rotation with other team members.

WHAT WE OFFER

• Competitive base salary (Range: $45,000 - $60,000 annually)
• Seven paid holidays + two paid half-days (Christmas Eve & New Year’s Eve) annually
• Annual vacation/PTO hours accrual per pay period
• United Health Medical/Delta Dental/Delta Vision/FSA benefits
• 401K retirement plan with generous employer match
• Company-funded and Voluntary Term Life/AD&D/Disability benefits

THE FINE PRINT
1.We at Facility Gateway Corporation pride ourselves in our approach to transparency in recruitment, team member growth, and retention. We believe that what you see is what you get, and it is our job to present to our candidates the most up-to-date and accurate representation of the current job requirements for any and all open positions we are seeking to fill at any given time. However, we’d be remiss if we believed our roles are NOT dynamic and will include an exhaustive and unchanged list of responsibilities until the end of time. Therefore, we are bound by duty to inform our applying candidates through this disclaimer that this posting and job description may not necessarily be inclusive of all assigned duties, responsibilities, or aspects of the job described, now or in the future, and may be amended at any time at the sole discretion of Facility Gateway Corporation.
2.Facility Gateway Corporation and its subsidiaries provide equal employment opportunities to both employees and applicants for employment. We strictly prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.