Install Coordinator

Primary Responsibilities: The Install Coordinator is responsible for the scheduling, logistics, material readiness, and administrative flow of the Install Department. This role ensures install crews are fully prepared, properly equipped, and efficiently scheduled to maximize productivity, reduce callbacks, and deliver exceptional customer experience. The Install Coordinator acts as the operational backbone of the department, enabling the Install Manager and install crews to focus on field execution and quality

Specific Duties & Tasks:

• Scheduling & Job Coordination
  • Schedule all HVAC installation jobs based on crew availability, skill level, and job complexity.
  • Communicate job details, time windows, and expectations to customers.
  • Coordinate with Sales to ensure job information is complete and accurate before scheduling.
  • Maintain the install calendar and proactively adjust schedules when delays or changes occur.
  • Ensure daily install capacity is maximized with minimal gaps or idle time.
• Material & Inventory Management
  • Order all equipment, materials, and accessories required for scheduled installs.
  • Maintain par levels for truck stock and warehouse inventory.
  • Track equipment deliveries and ensure materials arrive before the scheduled install date.
  • Work with the IM stage jobs accurately and on time.
  • Resolve material shortages or backorders quickly to prevent job delays.
• Documentation & CRM/ERP Accuracy
  • Verify accuracy of model numbers, accessories, and system configurations.
  • Upload all required documents into the CRM/ERP system.
  • Ensure crews have all necessary information before rollout.
  • Maintain real time job status updates and notes.
• Reinspection & Follow Up Work
  • Schedule reinspection, quality checks, and follow up work orders.
  • Track open items and ensure timely completion.
  • Communicate with customers regarding follow up appointments.
• Communication & Coordination
  • Serve as the primary internal point of contact for scheduling, materials, and job readiness.
  • Communicate job changes, delays, or material issues to the Install Manager and crew.
  • Coordinate with Customer Service, Sales, and Teams to ensure smooth workflow.
  • Provide daily updates to the Install Manager on job status and schedule changes.

Competencies:

• Key Performance Indicators (KPIs)
  • Install capacity utilization
  • Material accuracy (no missing parts)
  • Job packet/documentation completeness
  • On-time job staging
  • Customer communication accuracy

Qualifications:

• Experience in HVAC, construction, or service scheduling preferred
• Strong organizational and multitasking skills
• Excellent communication and customer service abilities
• Proficiency with CRM/ERP systems (Service Titan)
• Ability to work in a fast-paced environment with shifting priorities
• Strong attention to detail and accuracy
• Problem-solving mindset with proactive follow-through
• High school diploma or equivalent required. Any combination of education, training, and experience that demonstrates the ability to perform the duties of the position may be considered.
• Have obtained a valid driver's license for at least 15 months and are able to meet FCCI auto guidelines to operate a company-owned vehicle.
• Computer literate with expert knowledge in MS Office Suite - Word, Excel, PowerPoint; working knowledge of all office equipment.
• Eligible to legally work in the United States.
• Be at least 18 years of age.

• Applicable military experience will be considered.

• Ability to speak Spanish, preferred.
• Successfully complete a background check and drug screen.

Success Traits

• Highly organized and detail-oriented
• Calm under pressure
• Strong communicator
• Anticipates problems before they occur
• Supports the Install Manager by removing administrative burden
• Keeps the department running smoothly behind the scene