BSS is seeking a highly organized, customer-focused Generac Operations & Administration Coordinator to support the day-to-day operations of our generator division.
This position serves as the central coordination point between customers, technicians, management, Accounting, vendors, permitting agencies, utilities, subcontractors, inspectors, and Generac representatives. The Coordinator helps move generator projects from initial sale through permitting, equipment ordering, installation, warranty support, service, and ongoing preventative maintenance.
The ideal candidate is an exceptional communicator and organizer who enjoys managing multiple moving pieces, solving problems, following through on details, and keeping both customers and internal teams informed.
Key Responsibilities
Customer & Service Coordination
- Serve as a primary administrative contact for generator customers before, during, and after installation.
- Coordinate customer communication regarding installations, preventative maintenance, warranty work, repairs, and service appointments.
- Schedule installations, service calls, preventative maintenance, inspections, and other field activities.
- Prioritize emergency service needs and coordinate technician workloads to maximize efficiency.
- Provide customers with appointment confirmations, project updates, maintenance reminders, payment information, warranty updates, and follow-up communications.
- Assist customers with generator registration, warranty questions, Mobile Link activation, LTE subscriptions, and remote monitoring services.
- Send post-service communications and Google Review requests to support customer satisfaction and retention.
Permitting & Installation Administration
- Coordinate permitting for residential and commercial generator installations.
- Research requirements for municipalities, counties, utilities, and other Authorities Having Jurisdiction (AHJs).
- Prepare permit applications and gather required supporting documentation.
- Track permits from submission through approval and communicate with permitting authorities as needed.
- Coordinate permit status, inspections, equipment availability, gas installation, subcontractor schedules, and technician availability to help keep projects on schedule.
- Maintain communication with inspectors, contractors, utilities, and installation personnel throughout the process.
Equipment, Parts & Warranty Coordination
- Order Generac generators, transfer switches, accessories, replacement parts, and installation materials.
- Verify equipment availability and monitor delivery schedules to support scheduled installations.
- Track backorders and help ensure technicians receive required materials before scheduled work.
- Submit and manage Generac warranty claims, including supporting documentation, control numbers, reimbursement questions, and claim follow-up.
- Communicate with Generac representatives, distributors, and suppliers to resolve equipment, parts, warranty, and technical issues.
Billing & Administrative Support
- Prepare customer invoices as requested and coordinate billing needs with Accounting.
- Communicate payment options and assist customers with routine billing and payment questions.
- Maintain accurate customer and project records, including permits, installation documentation, warranty information, invoices, photographs, inspection records, and supporting documents.
- Maintain Generac dealer portals and online systems, ensuring customer and project information remains accurate.
- Access technical documentation, warranty information, dealer communications, reports, and manufacturer resources as needed.
Preventative Maintenance & Customer Retention
- Coordinate annual preventative maintenance communications and scheduling.
- Track recurring maintenance needs and service agreements.
- Proactively contact customers when service or maintenance is due.
- Maintain customer reference lists and other resources that support prospective customers and the sales process.
- Develop and maintain standardized communication templates and administrative procedures to create a consistent customer experience.
Field & Operational Support
- Provide administrative support to technicians before and during field service and installations.
- Obtain documentation, equipment information, warranty details, and other resources technicians need to complete work.
- Research Generac products, equipment specifications, replacement parts, installation requirements, warranty coverage, and manufacturer recommendations.
- Help resolve scheduling, customer, permitting, documentation, and administrative issues that could delay field work.
- Monitor open projects and proactively identify missing information, approvals, materials, or scheduling needs.
What Success Looks Like
A successful Generac Operations & Administration Coordinator keeps the operation moving. Customers know what is happening, technicians have what they need, permits are progressing, equipment and parts arrive on time, warranty claims do not disappear into a black hole, and upcoming maintenance opportunities are not missed.
This person takes ownership of the administrative lifecycle of each generator customer and proactively follows items through completion rather than waiting to be reminded.
Qualifications
- Strong organizational skills with the ability to manage multiple projects, customers, and deadlines simultaneously.
- Excellent written and verbal communication skills.
- Strong customer-service mindset and professional telephone/email presence.
- Demonstrated ability to follow tasks through completion and proactively identify next steps.
- Comfortable coordinating schedules across customers, technicians, vendors, contractors, and outside agencies.
- Strong attention to detail, particularly with documentation, permitting, billing, and warranty processes.
- Ability to research unfamiliar requirements and independently find answers.
- Comfortable learning manufacturer portals, scheduling systems, customer databases, and other business software.
- Proficiency with Microsoft Office and common business applications.
- Experience in HVAC, electrical, generators, construction, field service, or a related industry is preferred.
- Experience with permitting, warranty administration, service scheduling, or project coordination is a plus.
- Generac experience is preferred but not required.
Key Competencies
- Ownership and follow-through
- Organization and prioritization
- Customer communication
- Scheduling and coordination
- Problem-solving
- Attention to detail
- Sense of urgency
- Resourcefulness
- Team collaboration
- Ability to manage changing priorities
Role in the Organization
The Generac Operations & Administration Coordinator serves as the operational hub of the BSS Generac division, connecting the customer experience with the field operation.
The position works closely with technicians, division leadership, Accounting, vendors, subcontractors, inspectors, utilities, permitting authorities, and Generac to ensure each customer moves smoothly from sale → permitting → equipment → installation → warranty/service → preventative maintenance.
The goal is simple: keep customers informed, keep technicians productive, and keep generator projects moving.
