HVAC Service Admin/Coordinator

Job Description

Benefits:

401(k)

Company parties

Competitive salary

Dental insurance

Health insurance

Paid time off

Profit sharing

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 neededCustomer 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 necessaryAdministrative 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 renewalsCommunication & 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 documentationBilling & 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 environmentKey Skills

Scheduling & logistics coordination

Attention to detail

Problem-solving

Time management

Team collaboration

Customer relationship management

Team Player

Full-time