HVAC Service Coordinator

HVAC Service Coordinators play a very important role within our service division, as they coordinate all field activities and serve as a median between the office and the assigned technicians in order to complete jobs in a timely manner.

They are also key in our relationship and communication with our customers, vendors, and subcontractors, as they are the main point of contact.

Service coordinators are accountable for the assigned projects’ overall performance, and can serve as A/R and assist on A/P and payroll for the service department.

• Receive and respond to all client inquiries and complaints.
• Update clients about the status of the jobs.
• Receive and assign incoming service requests on a priority basis.
• Coordinate and dispatch service technicians to Non-emergency, and emergency calls.
• Re-route and rearrange schedule in the event a technician is absent.
• Order materials, release equipment, issue purchase orders to Vendors and Subcontractors.
• Manage and coordinate lead times, deliveries and pickups of materials and equipment.
• Track progress of the assigned jobs to ensure completion of work within target budget and deadlines.
• Assist with A/P tasks by ensuring material/equipment orders were received and delivered to the job sites, update and upload backup paperwork into company software.
• Communicate work details to technicians, such as; work order type, budget for the call, estimated duration, and work order history.
• Create work orders and maintain work order statuses in company software.
• Order materials for Preventative Maintenance and schedule PM visits.
• Answer technicians’ and managers’ inquiries.
• Understand the different types of contracts, their material and labor markups, create proposals for repairs or replacements according to the contracts.
• Request and obtain price quotes from vendors on equipment or parts as needed.
• Check service work tickets turned by technicians to ensure the assigned work has been performed, or if additional work is needed.