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HVAC Operations Coordinator

Synerfac Technical Staffing

West Chester, PA

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JOB DETAILS
SKILLS
Accounting, Administrative Skills, Billing, Communication Skills, Computer Software, Construction, Documentation, HVAC, Leadership, Maintenance - HVAC, Maintenance Services, On Site Support, Operational Improvement, Operational Support, Operations, Operations Management, Organizational Skills, Preventative Maintenance, Pricing, Process Improvement, Proposal Writing, Purchasing/Procurement, Sales Management, Time Management
LOCATION
West Chester, PA
POSTED
30+ days ago
HVAC Operations Coordinator

The HVAC Operations & Estimating Coordinator supports the daily operations of the commercial HVAC service department with a strong focus on job quoting, repair estimating, and administrative coordination. This role works closely with the head of HVAC Operations, service managers, field technicians, and customers to ensure that service requests are priced accurately, approved efficiently, and completed successfully.

This is an in-office role, requiring excellent organizational, communication, and software skills.

Key Responsibilities
Quoting & Estimating
* Prepare detailed quotes and repair estimates for HVAC service calls, projects, and preventive maintenance recommendations
* Gather labor, materials, and subcontractor pricing from field technicians and suppliers
* Review technician notes and job reports to identify additional work opportunities or repair needs
* Create and issue customer proposals in a clear, professional format
* Track open quotes and follow up on outstanding proposals with customers or account managers
* Maintain pricing data and vendor cost lists for consistent, accurate estimating

Operations Coordination
* Support the service team with work order creation, scheduling coordination, and documentation
* Ensure jobs are properly entered, tracked, and closed in the service management system
* Assist with purchasing and materials coordination for approved service work
* Generate and review reports related to service revenue, open quotes, and job performance
* Communicate regularly with field staff to ensure job details, timelines, and expectations are clear
Customer & Administrative Support
* Provide timely and professional communication with clients regarding quotes, approvals, and job status
* Coordinate with accounting and billing teams to ensure accurate job costing and invoicing
* Support operations leadership in improving quoting processes and service workflows




Requirements:
3+ years of experience preparing HVAC estimates and quotes (highly preferred)
Strong knowledge of commercial HVAC systems
Experience with BAS (Building Automation Systems) controls
Prior hands-on HVAC experience or technical knowledge
Proficiency with work order systems and computer software
Excellent communication and organizational skills
Preferences:
Experience working in a commercial service environment
Strong administrative and coordination background within HVAC or construction services
Call to Action:

If you have a strong HVAC background and enjoy being at the center of operations, quoting, and customer coordination, apply today to learn more about this opportunity.

Disclaimer:
By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Synerfac Technical Staffing and our contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undeliverable messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at www.synerfac.com/privacy/

About the Company

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Synerfac Technical Staffing