Job Summary

The Service Manager is a management level position responsible for communication, work flow, customer service and service profitability within the engineering department, and with other departments and customers.  All incoming work requests from customers, sales staff, engineers, and other Citon staff are received, scheduled and followed up on by the Service Manager. The Service Manager is responsible for each service ticket in its entirety until it is completed and fully processed. The Service Manager is also responsible for ensuring the full utilization of billable engineers, maximizing service department profitability.  The Service manager is ultimately responsible for the satisfaction of Citon’s customers.  This is a high profile management position requiring excellent organization, follow-up and customer service skills.

Primary Responsibilities

  • The Service Manager has a direct impact on the profitability of the engineering department by:
    • Ensuring the most appropriate engineer is working the ticket/project. This ensures that work will be efficiently and effectively completed, limiting the amount of labor that is discounted or credited.
    • Ensuring that billable resources are managed in the most effective way – eliminating multiple trips, performing work remotely when possible and ensuring consistency by avoiding multiple engineers on a single ticket.
    • Ensuring engineers have a fully booked day each day, maximizing billable time.
    • Ensuring that Citon is profitable on flat fee service tickets.
  • The Service Manager has a direct impact on the quality of the customer experience by:
    • Ensuring requests for service are addressed quickly, handled by Citon’s helpdesk if possible.
    • Managing each day’s tickets to confirm completion, or immediate continuation resulting in a quick resolution.
    • Managing a Citon quality control follow-up and improvement program w/appropriate staff.
    • Manage 3rd party vendors to ensure rapid response to customer issues and engineer needs.
    • Ensuring customers are updated on a daily basis on ticket status, next steps and resolution.
    • Identifying and escalating stalled tickets quickly so resolution can be identified and implemented.
    • Work with Sales Reps on the management and support of Citon’s Managed Service customers, including report generation, review and recommendations presented with sales rep at customer quarterly meeting.
    • Performing initial troubleshooting and diagnostics to provide a quick resolution or diagnosis when time permits.
    • Prioritize issues as they come in; determine the best course of action and escalation if necessary.

 

Specific Responsibilities and Duties

Daily

  • Answer incoming calls from internal and external customers. All voicemails received by 4:00 pm should be responded to same day.
  • Answer incoming email requests from internal and external customers. All emails received by 4:00 pm should be responded to same day.
  • Review, follow-up on and complete assigned activities in ticketing system.
  • Prioritize incoming work requests
  • Create service tickets in our Service Ticketing System and assign to engineers. Ability to provide thorough description of work to be performed is crucial and identify the most appropriate engineer for the work is important.
  • Provide rate information to customers when scheduling; informing of expedite fees when applicable.
  • Manage engineers’ daily schedules; ensure engineers are on-time to appointments and make alternate arrangements with customers when schedule conflicts arise. Communicate any same day changes verbally with engineers.
  • Maximize billable engineering time by ensuring that engineers’ calendars are full.
  • Track the progress on work performed to ensure that open service tickets continue moving forward to completion; escalate to Manager of Technical Services, Project Manager and/or Director of Operations is ticket is stalled or taking too long.
  • Review open service tickets daily and ensure that any service work scheduled for the day is either completed, or next step is scheduled. Review ticket statuses and ensure correct course of action is scheduled.
  • Coordinate meetings between engineers and: salespeople, customers and vendors.
  • Be available as a backup for administrative functions.

 

Weekly
  • Prepare weekly “Traffic Report” and present at weekly management meeting
  • Prepare weekly “Engineer Time and Billing” report and present at weekly management meeting
  • Attend weekly operations and service management meetings.
  • Schedule and attend bi-weekly engineering meeting
  • Make follow-up quality control calls to customers
  • Receive research and resolve customer inquiries or complaints related to service.
  • Send customer satisfaction surveys and follow up with any poor results. Discuss results at operations meeting.
  • Identify and review service trends with Manager of Technical Services to identify areas of concern, additional training needed, and routine problematic areas.
  • Review each service ticket on system boards for accuracy, correct work type and role, and correct billing parameters, completeness and appropriate documentation, then close ticket for billing.

 

Additional Responsibilities
  • Prepare monthly time and billing report and dashboard.
  • Coordinate and assist with projects with Sales Staff, Engineers, Purchasing Manager, NOC Manager, Engineering Manager and Director of Operations.
  • Coordinate training and testing schedules for engineers.
  • Provide input to Engineering Manager during engineer annual reviews.

 

Other Miscellaneous duties as required.

 

Please send your resume, cover letter, and desired salary range to humanresources@citon.com