HVAC Service Admin/Coordinator

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., Quick Books, Service Trade)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