HVAC Resource Coordinator

Job Title : HVAC Resource Coordinator
Job Location : Richmond, VA
Operating Company : Hobbs & Associates
FLSA Status : Exempt
Salary Range : $70-85k

About:

Hobbs & Associates - A member of the  AIR Control Concepts   family.

Hobbs & Associates specializes in providing heating, ventilation, and air conditioning (HVAC) products and engineering services to commercial and industrial building contractors, architectural design firms, and business owners. Our collaborative approach helps bring lasting community infrastructure to life, including schools, universities, hospitals, military and municipal buildings, entertainment venues, hotels, and multi-family residences. 

Check out our website :  Hobbs & Associates

Job Description:
The Resource Coordinator plays a critical role by supporting all service operations to ensure efficient scheduling, communication, and workflow management. This position works closely with the Service Leader, technicians, and Commissioning Services to ensure customer expectations are met and service deliveries are completed accurately and on time. This role requires a proactive individual with exceptional organization, communication, and problem-solving skills, someone who can manage multiple priorities in a fast-paced, service-oriented environment.

Essential Duties and Responsibilities:

• Coordinate, schedule, and dispatch technicians for installation, startup, warranty, and service work.
• Serve as the central point of contact between customers, field technicians, and internal stakeholders.
• Communicate upcoming work schedules and job details via email, phone, and text.
• Update technician work assignments and job statuses using service management software.
• Manage and coordinate travel and logistics needs for field technicians.
• Process completed work orders, generate customer invoices, and ensure timely billing/invoicing.
• Track and reconcile accounts payable and receivable related to service work.
• Manage inventory needs and coordinate material procurement for active projects.
• Monitor open work orders to ensure timely completion and documentation.
• Manage warranty claims, returns, and communication with manufacturers as needed.
• Conduct post-job follow-up with customers to confirm satisfaction and address any issues.
• Support process improvement initiatives and provide administrative support to the Service Leader.
• Perform additional administrative duties as assigned to support department efficiency.

Experience and Requirements:

• High school diploma or equivalent required; Associate’s degree preferred.
• 3 years of experience in general administration, customer service, scheduling and resource management preferred.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word).
• Strong written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities independently.
• Strong interpersonal skills with the ability to collaborate effectively across teams.

Physical Demands/Work Environment:
Work is completed on a laptop in an office environment with prolonged periods of sitting. The ability to work remotely once training is fully complete.

Benefits:
We offer a competitive and comprehensive benefits package, including:

• Health & Wellness – Medical, dental, vision, and life insurance coverage to support your well-being.
• Financial Security – 401(k) retirement plan with company match and short/long-term disability coverage.
• Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
• Professional Development – Ongoing training opportunities and support for continuing education.

The Company provides equal employment opportunity in accordance with applicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications.   
The Company complies with disability laws and provides reasonable accommodations to qualified individuals.