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HVAC Service Admin/Coordinator

JW Poole Inc

Monroe Township, NJ

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JOB DETAILS
SKILLS
Accounting Software, Administrative Skills, Billing, Communication Skills, Construction, Contract Management, Credit and Collections, Customer Escalations, Customer Relations, Customer Relationship Management (CRM), Customer Support/Service, Data Entry, Dental Insurance, Detail Oriented, Documentation, Emergency Services, HVAC, Health Insurance, Intuit Quickbooks, Logistics, Maintenance - HVAC, Maintenance Services, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Operations, Operations Management, Order Management, Organizational Skills, Presentation/Verbal Skills, Problem Solving Skills, Purchase Orders, Service Delivery, Team Player, Telephone Skills, Time Management, Track Customer Issues, Writing Skills
LOCATION
Monroe Township, NJ
POSTED
29 days ago
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

About the Company

J

JW Poole Inc