HVAC Service Admin/Coordinator

The HVAC Service Administrator/Coordinator is responsible for supporting the service department by scheduling technicians, managing customer communications, processing service documentation, and ensuring efficient daily operations. This role acts as a central point of contact between customers, technicians, and management to ensure timely and high-quality service delivery.

Benefits:

• 401(k)
• Company parties
• Competitive salary
• Dental insurance
• Health insurance
• Paid time off
• Profit sharing

Benefits/Perks

• Competitive Compensation
• Paid Time Off
• 401K, Profit Sharing, Health Benefits

Job Summary
We are seeking a motivated and outgoing service admin/coordinator for our family owned HVAC company. The HVAC Service Administrator/Coordinator is responsible for supporting the service department by scheduling technicians, managing customer communications, processing service documentation, and ensuring efficient daily operations. This role acts as a central point of contact between customers, technicians, and management to ensure timely and high-quality service delivery.  The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.  

Responsibilities: 


Scheduling & Dispatching

•  Schedule and dispatch HVAC service technicians for maintenance, service calls, and emergency repairs 
•  Optimize daily routes to maximize technician efficiency 
•  Monitor technician progress and adjust schedules as needed 

Customer Service

•  Answer incoming calls and emails from customers 
•  Create and manage service work orders 
•  Provide updates on technician arrival times and job status 
•  Resolve customer concerns or escalate issues when necessary 

Administrative Support

•  Prepare and process service tickets, invoices, and purchase orders 
•  Maintain accurate customer records and service histories 
•  Enter data into service management software (e.g., QuickBooks, ServiceTrade) 
•  Assist with contract maintenance agreements and renewals 

Communication & Coordination

•  Coordinate with technicians regarding job details, parts, and special instructions 
•  Communicate with vendors for parts ordering and availability 
•  Support project managers and service managers with reporting and documentation 

Billing & Documentation

•  Review completed service tickets for accuracy and completeness 
•  Assist with billing and collections processes 
•  Track warranties, permits, and compliance documentation

Qualifications

•  2+ years of administrative or dispatching experience (HVAC or construction industry preferred but not necessary) 
•  Strong organizational and multitasking skills 
•  Excellent communication and customer service abilities 
•  Proficiency in Microsoft Office (Excel, Word, Outlook) 
•  Experience with service management or accounting software preferred 
•  Ability to work in a fast-paced environment

Key Skills

•  Scheduling & logistics coordination 
•  Attention to detail 
•  Problem-solving 
•  Time management 
•  Team collaboration 
•  Customer relationship management
• Team Player