Service Operations Coordinator

Job Description

Job Description

Benefits:

• 401(k) matching
• Dental insurance
• Paid time off
• Vision insurance

Be the Operational Backbone of a Growing HVAC Company!

We are a fast-moving, customer-focused HVAC company proudly serving Volusia and Flagler Counties. Our reputation is built on responsiveness, professionalism, and doing things the right way and that starts behind the scenes.

Were looking for a highly organized, decisive, and proactive Service Operations Coordinator to take ownership of dispatch operations, parts logistics, and warranty administration. This is not an entry-level admin role. This is a mission-critical position that directly impacts technician efficiency, customer satisfaction, and company performance.

If you thrive in organized chaos, love solving logistical puzzles, and take pride in running tight operations this role is for you!

What Youll Own:

Dispatch & Scheduling Leadership

• Serve as the command center for all incoming service calls
• Schedule and dispatch technicians for maximum efficiency and profitability
• Monitor GPS tracking to manage workflow and maintain schedule integrity
• Proactively communicate with customers regarding arrival times and updates
• Debrief technicians after each call and ensure accurate, detailed documentation
• Coordinate follow-ups, parts orders, and next steps across departments
• Schedule approved work orders and parts replacements strategically
• Manage all dispatch-related communication with urgency and professionalism
• Coordinate technician vehicle maintenance scheduling
• Participate in monthly rotation of the Emergency After-Hours Line (additional compensation provided)

Parts, Inventory & Warranty Control

• Order and track all parts and materials for service jobs
• Ensure warranty parts are returned and processed properly
• Submit and track warranty claims to secure vendor credits
• Maintain accurate vendor debit/credit records
• Register system and labor warranties
• Maintain refrigerant documentation in compliance with regulations
• Keep inventory records organized and up to date

Operational & Administrative Support

• Maintain clean, organized digital and physical filing systems
• Keep spreadsheets, reports, and calendars updated daily
• Support leadership with reporting and special initiatives
• Help improve processes and tighten operations

Who Thrives Here

• 2+ years in dispatch, service coordination, or parts/warranty administration
• Highly organized and confident multitasker
• Strong communicator who can manage technicians and customers professionally
• Detail-oriented with a high sense of accountability
• Comfortable working independently and making decisions
• Experience in HVAC, plumbing, or service industries strongly preferred

This role requires someone who doesnt wait to be told what to do you take ownership and make things happen!

What We Offer

• Competitive pay based on experience
• Health, dental & vision insurance
• Paid holidays & vacation
• Additional compensation for after-hours phone duty
• Ongoing training and growth opportunities
• A stable, locally respected company with strong leadership
• A role where your performance truly matters

Why This Role is Different

At many companies, dispatch is treated as a support position. Here, its a leadership function within our service department. Your organization determines how smoothly our field team operates. Your attention to detail protects revenue. Your communication shapes customer experience. If you want a position where you can make a real impact not just answer phones this is it.

If you're ready to take full ownership of service operations and help drive a high-performing HVAC team, we want to hear from you!