HVAC Scheduling Coordinator

Job Description

Job Description

HVAC Scheduling Coordinator

Livermore, CA

Pay: $30.29-$35.00 per hour, depending on experience

Annual Equivalent: $63,000-$72,800

HVAC industry experience is required.

A well-established HVAC company in the Livermore area is looking for an experienced HVAC Scheduling Coordinator to support its service department. This role requires someone who can keep technicians organized, customers informed, and the daily workload moving even when priorities change unexpectedly.

What We're Looking For

• Previous HVAC industry experience required
• Experience with service coordination, scheduling, dispatch, or similar field-service operations
• Strong understanding of how an HVAC service department operates
• Excellent customer service and communication skills
• Ability to prioritize and make decisions in a busy environment
• Strong organizational skills and attention to detail
• Comfortable communicating with both customers and field technicians
• Ability to manage multiple appointments and changing priorities throughout the day
• Experience with HVAC service software, CRM systems, or scheduling platforms preferred
• Reliable, professional, and team-oriented

Compensation & Benefits

• Competitive hourly pay: $30.29 - $35.00 per hour
• 401(k) with company match up to 4%,
• 100% employer-paid Medical, Dental & Vision for employee only
• 7 Paid Holidays
• Sick Leave earned at 1 hour per 30 hours worked (per California requirements)
• Paid time off - 1 week in your first year, with up to 4 weeks as you grow

Your Day-to-Day

• Serve as a primary point of communication between customers and the service department.
• Build and maintain the daily technician schedule.
• Review incoming calls and determine the best technician based on location, experience, availability, and type of work.
• Keep track of active service calls and technician progress throughout the day.
• Adjust appointments when emergencies, cancellations, delays, or schedule changes occur.
• Communicate appointment details and arrival updates to customers.
• Check in with technicians regarding completed work and upcoming assignments.
• Review calls that require additional work, parts, or another visit.
• Contact customers and arrange return appointments once required parts are available.
• Maintain accurate notes and customer information within the company's service system.
• Help resolve scheduling concerns before they impact customers or technician productivity.
• Coordinate with management and other office personnel regarding service department needs.
• Assist with general customer service and administrative responsibilities as needed.

About the Position

This isn't simply a position that fills openings on a calendar. The Scheduling Coordinator plays an important role in keeping the entire service department organized and productive.

We're looking for someone who understands HVAC, communicates well with customers and technicians, and can stay composed and organized when the day's schedule doesn't go according to plan.

If you have an HVAC background and enjoy coordinating people, solving scheduling challenges, and helping a service department operate efficiently, we encourage you to apply.

Candidates will be required to pass a background check and drug test upon being given a conditional offer of employment.