HVAC Service Coordinator

Position Overview As a Service Coordinator, you are the cornerstone of the Service Department ??? responsible for managing the full lifecycle of service work: from initial inquiry to quoting, dispatch, billing, and collections. This role requires a solution-driven self-starter who thrives under pressure, works independently, and takes ownership without constant oversight. ?? You'll manage service quotes, dispatching, customer communications, and billing. Success in this role requires strong coordination skills, high attention to detail, and the judgment to act decisively in fast-moving situations. ?? Principal Responsibilities Field Operations & Resource Coordination Collaborate with the Service Manager to plan and schedule all service work, including requests initiated by the Construction Department. Dispatch technicians for service calls, preventive maintenance, repairs, and construction assists; strategically assigning based on skill set, job requirements, and opportunities for training and development. Adjust daily schedules based on technician availability and job changes. Procure parts and materials, coordinate jobsite tools, cranes, lifts, and shop truck dispatch. Schedule and manage subcontractors for HVAC-related repairs and installations. Invoicing, Cost Reconciliation & Accounts Receivable Review technician notes to generate accurate and detailed invoices. Reconcile job costs (labor, materials, rentals, subcontractors) before billing. Generate timely invoices and manage accounts receivable follow-ups. Review AR aging weekly, contact customers on invoices 30+ days past due, and escalate as needed. Quoting & Estimating Analyze technician notes and service data to produce accurate, detailed quotes. Identify patterns and ensure quotes reflect the full scope of work and customer needs. Administrative & Stakeholder Support Coordinate with project managers, account managers, and internal teams to support service work and ensure customer satisfaction through clear, professional communication. Maintain accurate customer and site records, including service history and documentation. Manage tax exemption certificates and coordinate insurance documentation. Promote a safe and compliant work environment. Work Ethic & Culture Fit We value people who: Care about the quality of their work and take ownership Use tools like AI to enhance workflows and improve output Don???t wait to be told to fix a broken process Handle feedback professionally Show up, follow through, and go the extra mile when needed Believe mediocrity is unacceptable and excellence is the baseline Understand that operations succeed through teamwork, not titles

Created: 2025-09-25