HVAC Coordinator

HVAC Coordinator

Building Management Partners (BMP) is a full-service facilities maintenance provider dedicated to helping building owners operate more efficiently and focus on what matters most. As part of the Paul Hemmer Company family, BMP brings over a century of building expertise to every partnership, delivering preventative maintenance, MEP services, and capital project solutions under one roof. Our approach is simple: provide a single-source solution that reduces vendor complexity, improves building performance, and keeps facilities running at their best. Our tagline, Your Partner in Building Maintenance, reflects our commitment to being a reliable, long-term partner for every client we serve.

We take pride in our work, operate with accountability, and continuously look for ways to improve and grow.

The HVAC Coordinator supports the HVAC group by managing billing processes, vendor invoicing, contract tracking, inventory oversight, and customer platform updates. This position ensures timely, accurate billing and efficient administrative operations to support profitability and customer satisfaction.

Key Responsibilities

• Review and complete HVAC group billings in a timely and accurate manner.
• Review and approve vendor invoices.
• Establish, control, and track group inventory and operating costs.
• Assist in contract administration including PM agreements, lien waivers, and related documentation.
• Track and update customer work order platforms (e.g., NetFacilities).
• Review material costs and price lists to ensure profitability.
• Manage and resolve billing disputes.
• Provide timely updates to customer platforms to ensure accurate service reporting.
• Timely billing to drive operational income and customer satisfaction.
• Contract tracking and administration to ensure profitability and accurate HVAC services.
• Establishment and maintenance of group inventory and price lists.
• Maintain accurate and organized documentation for audits, customer reviews, and internal workflows.
• Collaborate with HVAC service technicians, managers, and dispatch to ensure proper documentation of work performed.
• Monitor pricing lists, contract terms, and pricing adjustments to support accurate billing.
• Communicate with customers as needed.

Qualifications

• Experience with HVAC, facilities maintenance, or a related industry.
• Strong understanding of industry procedures, pricing, labor requirements, and billing practices.
• High level of accuracy, organization, and attention to detail.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Strong communication and problem-solving skills.
• Experience with NetFacilities or similar customer maintenance platforms.
• Previous billing or contract administration experience in a service-based environment.
• High school diploma.