Job Description

About This Role

We are seeking a skilled and reliable Commercial HVAC Service Coordinator to join our team. The ideal candidate will have a strong background in project billing, excellent communication skills, and the ability to manage multiple tasks efficiently.

Role Responsibilities:

• Schedule and dispatch daily technician work orders for HVAC repairs, ensuring scope of work, priorities, and time requirements are clearly communicated
• Manage prioritization of service requests while optimizing technician routes and assignments to align with job requirements and efficiency goals
• Partner with the Service Manager to prepare and maintain daily and weekly technician schedules
• Proactively distribute and assign daily work orders to ensure timely service coverage
• Follow established scheduling guidelines and work order prioritization standards to manage the service queue effectively
• Monitor, review, and manage open work orders to ensure timely completion and proper status updates
• Support on-time completion and scheduling of preventive maintenance (PM) work
• Serve as the first point of contact (“first line of defense”) for incoming service calls
• Assist in tracking and recording non-productive technician time accurately
• Assist with general office administration, including answering phones, receiving and distributing mail, and receiving parts deliveries
• Book & manage time-and-material (T&M) jobs, order parts, and issue purchase orders as needed
• Maintain organization and oversight of service documentation and work order flow
• Perform other duties as assigned to support service operations

Minimum Requirements:

• High School Diploma or GED
• 2+ years of experience supporting operations or service teams
• 2+ years of customer service experience
• 1+ years of experience with Microsoft Office Suite (Word, Excel, Outlook, etc.)

Preferred Qualifications:

• 1+ Years of experience in the HVAC industry
• 1+ Year of experience with CRM systems such as Salesforce & SAP
• Strong understanding of service operations workflows and field coordination