Service Coordinator

The Service Coordinator works under the HVAC Department Manager to help coordinate, monitor, and improve the daily functions of the Service Department. The Service Coordinator will work with the team to create schedules, confirm appointments, procure material, and oversee project timelines to ensure the department goals are met.

Job Functions

• Respond promptly to incoming phone calls, chats, and emails, ensuring customer needs are prioritized through timely and effective communication
• Manage the accounts receivable monitoring and processing
• Manage the accounts payable process.
• Create estimates in a timely manner
• Order equipment and materials, track delivery and inventory, and generate purchase orders (POs) and pick lists for warehouse pulls
• Generate deposit and final invoices; update invoice details and ensure accurate billing and descriptions
• Collect down payments from clients
• Oversee department vehicle management, including registration, safety checks, and insurance compliance, as well as assigning and tracking vehicle and tool usage and returns.
• Assist with inventory control and warehouse processes.
• Assists with inbound client inquiries to identify and define requirements, scope, and objectives.
• Act as the point of contact and communicate effectively with customers to identify scope of work and schedule appointments for the estimator.
• Maintain and enhance ongoing relationships with customers.
• Ensure all documentation is prepared and filed for internal project reviews and approvals
• Assists with daily communications.
• Any additional duties/responsibilities deemed necessary.

Job Qualifications

• High school Diploma or equivalent required
• Excellent customer service and communication skills, both verbal and written
• Strong interpersonal skills with the ability to work effectively with a wide range of personality types
• Demonstrates initiative, a proactive mindset, and a strong sense of personal responsibility
• Quick learner who can adapt in a fast-paced environment
• Highly organized with strong time management skills; able to manage multiple tasks and competing priorities
• Exceptional attention to detail and commitment to meeting deadlines
• Skilled in resolving customer issues and disputes with professionalism and efficiency
• Understands the importance of maximizing workforce productivity and efficiency
• Maintains discretion and professionalism
• Proficient with ServiceTitan or similar project management/CRM software
• Familiarity with permitting processes, procurement, and warehouse coordination
• Industry experience in Plumbing and/or HVAC preferred
• Comfortable working independently and collaboratively within a team
• Proficient in Microsoft Office Suite, including Word, Excel, and Outlook