Administrative Coordinator

Job Overview:
The HVAC Administrative Coordinator plays a vital role in supporting our service teams, technicians, and management by handling various administrative tasks. This position is responsible for managing registrations, handling AHRI certificates, coordinating schedules, processing payments, and managing customer rebates. Strong organizational skills, attention to detail, and the ability to multitask will contribute to the smooth operation of our office and ensure that customer service needs are met. This position offers opportunities for growth, a supportive work environment, and the satisfaction of contributing to our customers' comfort and satisfaction.

Key Responsibilities:

Customer Interaction & Documentation:

• Greet visitors, answer incoming calls, and respond to inquiries in a friendly and professional manner, providing exceptional customer service at all times.
• Conduct follow-up calls (“Happy Calls”) to ensure customer satisfaction and handle payment processing.
• Process and manage service requests, ensuring proper documentation, accurate data entry, and timely follow-up with customers.
• Mail registration, AHRI certifications, and paid invoices to customers.

Scheduling & Coordination:

• Assist in scheduling service appointments, coordinating with customers and technicians to ensure availability and efficient scheduling.
• Work closely with dispatch to coordinate installation schedules and ensure smooth operations.
• Assist in scheduling and dispatching the sales team with leads from AWR or Lowes using their respective processes and portals.
• Help manage the install team’s time to optimize efficiency and meet customer needs.

Administrative & System Management:

• Manage and maintain accurate registration records for customers and equipment on both the manufacturer's website and Service Titan.
• Register previous equipment in Service Titan and work towards eliminating physical filing systems by digitizing records.
• Process and manage customer rebates, ensuring timely and accurate submissions.
• Assist in generating and managing invoices, ensuring accuracy and timely submission to customers.
• Maintain office supplies and equipment inventory, replenishing items as needed.
• Assist in preparing reports, presentations, and other documents as required.
• Support the coordination of training sessions, meetings, and events as needed.

Call Center & Travel Support:

• Provide assistance to the McVay call center during peak call volume or resource shortages (e.g., call-offs, meetings).
• Occasionally provide support at other McVay locations for training, team support, special projects, or team-building.

Qualifications:

• Previous experience in an administrative support role, preferably in a service-oriented industry.
• Excellent organizational skills, with the ability to multitask and prioritize effectively.
• Strong attention to detail and accuracy in data entry and documentation.
• Proficient in software systems like Service Titan and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills, with a friendly and professional demeanor.
• Ability to work independently and collaboratively within a team, depending on project requirements.
• Strong problem-solving skills and ability to adapt to changing situations.
• Positive attitude, strong work ethic, and commitment to delivering exceptional customer service.
• Familiarity with HVAC, plumbing, or electrical terminology and concepts is an asset.
• High school diploma or equivalent.

Why You’ll Want to Work Here:

• Competitive salary
• Flexible vacation policy
• Full medical, dental, and vision packages, 401(k)
• Opportunity to work for a high-growth company backed by institutional investors.

About Us:
Legacy Service Partners (LSP) is a leading platform of residential HVAC, plumbing, and electrical service providers across the United States. Since our inception in 2021, LSP has partnered with 30 leading local brands across 16 states and is rapidly expanding. We create unmatched growth opportunities for our brands so they can better serve their employees, their customers, and their communities. We