Account Coordinator - HVAC

Job Description

Job Description

About Company:

Founded in 1988 in Tennessee, Scopes Facility Services began with a focus on floor care for discount retailers, notably Dollar General, before expanding into landscape services and growing its footprint across the Southeast over three decades.

Significant growth occurred in 2021 with the purchase of Creative Maintenance Systems (CMS) of Irvine, California, bringing white-glove janitorial and maintenance services into Scopes’ portfolio. CMS, known for its quality service and competitive pricing since its inception in 1998, was a strategic addition, enhancing Scopes’ service offerings.

Further expansion into commercial landscaping was realized in December 2021, with the acquisition of Davis Landscape of Buford, Georgia. Davis, an established name in commercial landscaping since 1994, serves over 170 properties and has been consistently recognized for its growth and excellence in the Atlanta area.

Today, headquartered in Alpharetta, Georgia, Scopes Facility Services operates nationwide, offering a wide range of interior and exterior facility services, supporting over 25,000 locations across various industries. With a comprehensive service portfolio, Scopes remains a leading provider in facility services.

About the Role:

The Account Coordinator - HVAC plays a pivotal role in supporting the sales and project management teams within the construction industry, specifically focusing on heating, ventilation, and air conditioning systems. This position is responsible for managing client accounts, coordinating communication between clients, suppliers, and internal teams to ensure project timelines and specifications are met. The role requires meticulous attention to detail to track orders, prepare documentation, and assist in resolving any issues that arise during project execution. By maintaining strong relationships with clients and vendors, the Account Coordinator helps drive customer satisfaction and contributes to the overall success of HVAC projects. Ultimately, this position ensures seamless coordination and efficient workflow, enabling the company to deliver high-quality HVAC solutions on schedule and within budget.

Minimum Qualifications:

• High school diploma or equivalent; Associate’s or Bachelor’s degree in Business, Construction Management, or related field preferred.
• Minimum of 1-2 years experience in account coordination, customer service, or administrative support within the construction or HVAC industry.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and experience with CRM or project management software.
• Strong organizational skills with the ability to manage multiple priorities and deadlines effectively.
• Excellent verbal and written communication skills to interact professionally with clients and internal teams.

Preferred Qualifications:

• Experience specifically in HVAC sales support or project coordination within the construction sector.
• Familiarity with HVAC systems, terminology, and industry standards.
• Knowledge of construction project workflows and supply chain logistics.
• Experience using specialized software such as AutoCAD, HVAC design tools, or ERP systems.
• Certification in project management or customer service excellence.

Responsibilities:

• Serve as the primary point of contact for assigned HVAC accounts, managing day-to-day communication and relationship building.
• Coordinate project schedules, order processing, and delivery logistics to support timely completion of HVAC installations and services.
• Collaborate with sales, engineering, and field teams to gather project requirements and ensure accurate documentation and compliance.
• Monitor account activity, track project progress, and prepare regular status reports for internal stakeholders and clients.
• Assist in resolving client inquiries, discrepancies, and issues related to orders, billing, or project specifications.
• Maintain organized records of contracts, purchase orders, and correspondence to support audit and quality control processes.
• Support the preparation of proposals, quotes, and presentations to assist the sales team in securing new business.

Skills:

The required skills enable the Account Coordinator to efficiently manage client accounts by organizing project details, tracking orders, and facilitating clear communication among stakeholders. Proficiency in Microsoft Office and CRM software supports the accurate documentation and reporting necessary for project transparency and accountability. Strong communication skills are essential for resolving client issues and maintaining positive relationships, which directly impact customer satisfaction and retention. Preferred skills, such as HVAC industry knowledge and familiarity with design or ERP software, enhance the coordinator’s ability to understand technical project requirements and collaborate effectively with engineering and field teams. Together, these skills ensure the Account Coordinator can contribute to smooth project execution and support the company’s growth in the HVAC construction market.