Admin / Coordinator - HVAC Service Scheduling

The Scheduling Coordinator/Admin is the operational center of the service department. This role manages technician scheduling, ensures efficient routing, and oversees all administrative components of service work—from job completion verification to invoice readiness.

The ideal candidate is organized, proactive, and able to coordinate across technicians, customers, and office leadership in a fast-paced HVAC environment. This position directly affects technician productivity, revenue flow, and customer satisfaction.

$20 - $25 a month

Key Responsibilities

Service Scheduling & Dispatch

--Create, manage, and adjust daily schedules for service technicians to maximize productivity and minimize drive-time.

--Optimize routing in real time based on job priority, location, emergencies, and technician skill levels.

--Monitor technician progress throughout the day to maintain schedule accuracy.

--Work closely with the Service Manager to:

o Ensure daily schedule readiness

o Communicate job priorities and technician assignments

o Resolve logistical or documentation issues

--Participate in weekly service meetings to review performance and upcoming workload.

--Coordinate with customers regarding appointment times, delays, and follow-up visits.

Technician Support

--Verify that all completed jobs are properly documented in Service Titan, including:

o Job completion status

o Photos, notes, recommendations

o Time entries

o Proper labor and materials recorded

--Ensure technicians submit accurate and complete job tickets.

--Confirm that invoices are created correctly and ready for customer delivery.

--Follow up on incomplete documentation and resolve discrepancies before jobs are closed.

Work Order & Invoicing Preparation

--Generate return visits, follow-up work orders, and maintenance recommendations based on technician feedback.

--Track open work orders to ensure nothing is missed or left unbilled.

Service Department Reporting & KPI Tracking

Work with Service Manager to track key technician productivity metrics such as:

o Jobs completed per day

o Average ticket size

o First-time-completion rate

o Drive-time efficiency

--Report technician KPI results weekly to management.

--Identify recurring scheduling bottlenecks and recommend improvements.

Office Administration

--Maintain organized digital and physical records for service calls, invoices, and customer accounts.

--Assist with basic office duties such as phones, email responses, and data entry.

--Support owner, service manager, and technicians with administrative tasks as needed.

--Coordinate with the office manager or bookkeeper regarding invoice status and collections support.

Qualifications: 

• Associate or bachelor’s degree in business or related field preferred.

• Working knowledge of QuickBooks

• General Accounting Skills

• Proficient in scheduling software (Service Titan preferred)

• Proficient with Microsoft Office Suite.

• Ability to work effectively in a deadline-driven, multi-priority environment

• Exhibit consistent usage of effective time management skills and appropriate resource management 

• Provides others with timely and organized information and reports

• Able to take direction and independently work on projects assigned and consults with appropriate individuals as needed.

• Strong organizational skills

• Attention to detail and relays information that is sufficiently detailed.

• Strong written and verbal communication skills

Benefits include health, dental, and vision insurance. Supplemental insurance options. 401k. PTO and holidays.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.