Service Coordinator

The Arcticom Group (“TAG”) is a U.S.-based network of commercial and industrial mechanical services companies that provide HVACR service, maintenance, and installation services throughout North America. TAG is committed to being an “employer of choice” and ensuring employees have a home where they can learn and grow. With competitive compensation and an attractive benefits package, TAG is an exciting place to work.

RUI , a TAG company, is seeking a Service Administrator to support service operations in and around the Corona, CA area.

Role Summary:

The Service Administrator supports the daily operations of the service department by managing incoming service requests, coordinating communication with customers, and assisting dispatch to ensure efficient scheduling and execution of service work. This role plays a critical part in delivering a high-quality customer experience and maintaining organized, accurate service records.

Roles and Responsibilities:

• Receive and respond to customer inquiries via phone, email, and customer portals in a timely and professional manner
• Create and maintain accurate work orders within the company’s system
• Communicate with customers to confirm appointments, provide status updates, and coordinate follow-up visits
• Support dispatch with scheduling adjustments, technician coordination, and general administrative tasks
• Monitor and update service tickets to ensure accuracy, completeness, and timely closure
• Maintain clear and consistent communication between customers, technicians, and internal teams
• Track and document service activities, updates, and customer interactions
• Identify and escalate customer concerns or service issues to appropriate team members
• Maintain organized records and documentation within internal systems
• Assist with general administrative duties to support the service department as needed
• Maintain professionalism and a customer-first approach in all interactions

Skills and Qualifications

• Working knowledge of customer service, dispatch, or administrative support functions
• Strong verbal and written communication skills with professional phone etiquette
• Excellent organizational skills and attention to detail
• Ability to manage multiple tasks and priorities in a fast-paced environment
• Proficiency in Microsoft Office (Outlook, Excel, Word) and service management systems
• Strong problem-solving skills and ability to adapt to changing priorities

Preferred Qualifications

• High school diploma or GED
• 1–3 years of experience in a customer service, dispatch, or administrative role
• Experience in HVAC, refrigeration, construction, or field service environments
• Familiarity with service management or dispatching software (e.g., ServiceTitan, Vista, or similar)

Schedule & Work Environment:

• Full-time, Monday through Friday
• Office-based role with frequent interaction with customers, technicians, and internal teams
• Occasional overtime may be required during peak service periods

Benefits

• Competitive pay • Medical, dental, and vision insurance options
• Retirement savings plan with company contributions (401(k) or equivalent)
• Paid vacation, holidays, and sick time
• Stable, year-round work environment
• Opportunities for career growth and advancement
• Supportive, team-based work environment