HVAC Service Admin/Coordinator

Job Description

Job Description

Benefits/Perks

• Competitive Compensation
• Paid Time Off
• 401K, Profit Sharing, Health Benefits

Job Summary

We are seeking a motivated and outgoing service admin/coordinator for our family owned HVAC company. The HVAC Service Administrator/Coordinator is responsible for supporting the service department by scheduling technicians, managing customer communications, processing service documentation, and ensuring efficient daily operations. This role acts as a central point of contact between customers, technicians, and management to ensure timely and high-quality service delivery.  The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.  

Responsibilities: 

Scheduling & Dispatching

• Schedule and dispatch HVAC service technicians for maintenance, service calls, and emergency repairs 
• Optimize daily routes to maximize technician efficiency 
• Monitor technician progress and adjust schedules as needed 

Customer Service

• Answer incoming calls and emails from customers 
• Create and manage service work orders 
• Provide updates on technician arrival times and job status 
• Resolve customer concerns or escalate issues when necessary 

Administrative Support

• Prepare and process service tickets, invoices, and purchase orders 
• Maintain accurate customer records and service histories 
• Enter data into service management software (e.g., QuickBooks, ServiceTrade) 
• Assist with contract maintenance agreements and renewals 

Communication & Coordination

• Coordinate with technicians regarding job details, parts, and special instructions 
• Communicate with vendors for parts ordering and availability 
• Support project managers and service managers with reporting and documentation 

Billing & Documentation

• Review completed service tickets for accuracy and completeness 
• Assist with billing and collections processes 
• Track warranties, permits, and compliance documentation

Qualifications

• 2+ years of administrative or dispatching experience (HVAC or construction industry preferred but not necessary) 
• Strong organizational and multitasking skills 
• Excellent communication and customer service abilities 
• Proficiency in Microsoft Office (Excel, Word, Outlook) 
• Experience with service management or accounting software preferred 
• Ability to work in a fast-paced environment

Key Skills

• Scheduling & logistics coordination 
• Attention to detail 
• Problem-solving 
• Time management 
• Team collaboration 
• Customer relationship management
• Team Player