HVAC Adminstrative Service Coordinator

HVAC Controls Service Coordinator

We are seeking a highly organized and proactive HVAC Controls Service Coordinator to support our service and controls team. This role is responsible for tracking bid opportunities, supporting technician scheduling and ticket flow, processing service-related administrative tasks, and helping keep daily operations organized and on schedule.

The ideal candidate is detail-oriented, dependable, and comfortable managing multiple priorities while working with technicians, office staff, accounting, and contractors. Experience in HVAC, controls, building automation, mechanical contracting, or service coordination is not required.

Responsibilities

• Review bid notifications daily and identify relevant HVAC and Controls opportunities
• Maintain bid tracking lists, monitor deadlines, and document expired opportunities
• Check contractor websites for bid opportunities and request bid documents when needed
• Review technician calendars and confirm work is properly tied to active tickets
• Assist with technician scheduling and daily workload planning
• Process proposal approvals, create tickets, notify accounting, and order parts
• Support technicians with ticket creation, purchase orders, parts ordering, and related administrative needs
• Follow up on past bids and quotes to confirm project status
• Assist in preparing and submitting project submittals as needed
• Review controls tickets and update internal action plans
• Review submitted tickets, confirm hours, and assist with weekly reporting

Qualifications

• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Strong communication and follow-up skills
• Proficiency with Outlook, Excel, and Google Docs
• Experience in service coordination, dispatching, bid tracking, or administrative support

What We Offer

• Salary: $45,000
• Company Paid Health Insurance - Employee
• Dental Insurance
• 401k Plan with Matching
• Bonus Pay
• Profit Sharing
• Holidays Off
• Paid Time Off
• Work Hours 8AM 5PM; M-F