Experienced HVAC Customer Service Representative

JOB SUMMARY
Are you a people person with a knack for problem-solving and a passion for delivering top-notch customer service? Comfort Systems of MT is looking for a dynamic and enthusiastic Customer Service Representative to join our team! In this role, you will be the friendly voice our customers rely on, handling incoming calls, scheduling appointments, and using our Service Titan CRM to ensure smooth operations. Additionally, you'll assist our Financial Controller with data entry, warranty registrations, and commissioning reports. We offer competitive hourly pay with spiffs and performance bonuses, ongoing training, and support to help you set and achieve your career goals. Our supportive environment values your contributions and encourages professional development. The ideal candidate will possess excellent communication skills, strong organizational abilities, attention to detail, and familiarity with CRM systems, preferably Service Titan. If you're ready to take your customer service skills to the next level and grow with a company that values your potential, apply today to join the Comfort Systems of MT family!

ABOUT US
Since 1999, Comfort Systems of Montana has served Bozeman, Montana, and the surrounding communities. We are a Veteran Owned and Operated Local Family Business with a phenomenal team of licensed professionals that design, install, and service residential and commercial heating and cooling systems. We stand on performance and value, which is why our systems are efficient, reliable, and affordable and we can guarantee satisfaction every time. If you want to be part of something bigger than just a job - make this career move and find exactly what you’re looking for. You will work in a place where you will be appreciated by your team and customers, given a pathway to create a meaningful career where your work has a direct impact on the success of the company.

CORE RESPONSIBILITIES

Scheduling and Coordination

• Collaborate with the field supervisor to identify committed jobs and build the schedule.
• Outline jobs and dispatch technicians; provide approval for repairs or contact customers for immediate repair approvals.
• Follow up with customers regarding scheduling, job updates, and repair pricing.

Invoice Management

• Review invoices from previous jobs, add missing details, or clarify information for processing.
• Customize invoices in QuickBooks as needed to meet customer billing requests.
• Customize billing procedures and complete paperwork for project billing, especially for subcontractor jobs (monthly basis).
• Review processed invoices and release them for mailing or emailing to customers.
• Provide back-up support for billing processes.

Customer Service

• Answer phones and emails, schedule customer jobs, and address inquiries.
• Address issues with insurance, employees, customers, and vendors.

Financial Management

• Reconcile accounts and enter receipts.
• File right to liens on projects.
• Costing build sheets for project tracking.

Office Management

• Keep the office stocked with necessary supplies.
• Maintain a clean and organized office environment.
• Manage vendor relationships and coordinate with them as needed.
• Coordinate employee benefits.
• Keep files organized and filed properly.

• Manage incoming and outgoing mail.

  QUALIFICATIONS

• High school diploma or equivalent; associate or bachelor’s degree in business administration or a related field is preferred.

• Previous experience in a customer service role, preferably within the HVAC or similar industry.

  SKILLS & ABILITIES

• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to multitask and handle a high volume of calls and emails.
• Proficiency in using CRM systems, preferably Service Titan.
• Competence in QuickBooks or similar accounting software.
• Basic understanding of financial processes, such as invoice management and account reconciliation.
• Problem-solving skills and the ability to think critically in high-pressure situations.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Comfortable with data entry and maintaining digital records.

• Familiarity with scheduling and dispatching processes.

  BENEFITS & CULTURE

• $22-26 hourly DOE plus incentives and a bonus structure
• Medical, dental & vision insurance
• Holidays & PTO
• 401K
• Ongoing training
• Goal setting mentorship
• Ability to advance to any position within the Company provided the employee shows continued interest in learning and has completed the required training for advancement.
• A family. This is last on the list because it’s most important. We care about our team and expect you to bring that same caring when you join. We do a lot more than just work together. You’ll come to love our company outings, and you’ll build life-long friendships at Comfort Systems of MT because we ARE family.

OUR MISSION

Setting the standard in the HVAC industry by delivering unparalleled quality, technology, and customer service excellence.

OUR VISION

Creating opportunities for our employees and communities.

OUR CORE VALUES

• Inspirational: Everything that we do is bigger than us. We don't show up to work every day JUST for ourselves, we show up to make our team more impactful, create the best solutions for our customers, and chase our potential.
• Disciplined: We do the things we say we are going to do. Without exception. Discipline starts at the individual level, so we train every day in order to continue learning and growing.
• Accountable: We hold ourselves and our teams accountable to their goals because we know that true growth doesn't happen by accident. Extreme accountability yields extraordinary results.
• Transparent: We have big goals, and we are moving quickly. Our team has transparency into the priorities of our clients, teams, and organizations to prioritize the work that gets closer to our goals.
• Aligned: We only hire growth-oriented individuals because we know that our business can't grow if our people aren't growing. Then we align our business goals with every team member's personal, professional, and financial goals - when our team wins, the company wins.