HVAC Coordinator

What You'll Do:

· Coordinate HVAC-related service requests, including diagnostics follow-up, repair quoting, return trip scheduling, parts ordering, and technician dispatch to ensure timely job completion.

· Review technician diagnostics and develop accurate scopes of work and estimates, particularly for HVAC repairs and replacements.

· Submit service proposals for approval, including HVAC-related repair and replacement quotes with clear scope, terminology, and cost breakdowns.

· Manage and coordinate the full lifecycle of work orders across HVAC and non-HVAC services, including parts ordering, scope and materials alignment, scheduling, dispatch, quoting, and resolution of complex repair and maintenance requests to ensure efficient service delivery

· Ensure optimal productivity and efficiency in technician routing and task allocation.

· Conduct detailed work order reviews to ensure accuracy, proper documentation, and alignment with service standards.

· Manage quoting, invoicing, and ordering parts with a high degree of accuracy and attention to detail.

· Proactively communicate with residents, provide updates, addressing concerns, and ensuring a positive service experience.

· Address and resolve escalations, maintaining strong client and resident relationships.

· Assist in process improvements and contribute to enhancing operational workflows.

· Share HVAC-related knowledge and best practices with team members to support overall coordination effectiveness.

· Other duties as assigned.

Role Specific Skills:

Knowledge

· Work Order Management: Strong understanding of managing the full lifecycle of work orders across Repair and Maintenance (R&M) operations, ensuring efficient and accurate resolution.

· Field Service Operations: Solid knowledge of field service coordination, including scheduling, dispatch, and technician workflow management.

· HVAC Service Coordination: Working knowledge of HVAC repair workflows, including diagnostics follow-up, repair quoting, parts ordering, and return trip coordination.

· Parts & Materials Understanding: Familiarity with HVAC components, parts sourcing, and ensuring alignment between scope of work and required materials.

· Operational & Administrative Processes: Understanding of quoting, invoicing, and documentation processes within field service operations.

Skills

· HVAC Systems & Quoting: Strong ability to interpret technician diagnostics and translate them into accurate scopes of work, estimates, and customer-facing proposals.

· Communication: Effective verbal and written communication skills, with the ability to coordinate across technicians, residents, and internal teams, and handle escalations as needed.

· Organization & Time Management: Ability to manage multiple work orders, priorities, and deadlines in a fast-paced environment.

· Technical Proficiency: Experience using CRM systems, scheduling tools, and Microsoft Office Suite.

· Problem-Solving: Ability to identify issues, evaluate options, and drive timely resolution across operational challenges.

Abilities:

· Adaptability: Ability to manage shifting priorities, balancing HVAC-focused responsibilities with broader coordination support as needed.

· Professionalism & Customer Focus: Ability to handle resident and client interactions with professionalism, including managing escalations effectively.

· Attention to Detail: High level of accuracy in managing work orders, quoting, scheduling, and documentation.

· Team Collaboration: Ability to work effectively within a team environment and contribute to shared goals and processes.

You should Have:

· High school diploma or equivalent.

· 3+ years of experience in field service coordination, dispatch, or a similar operations role, including at least 1 year of HVAC-related experience.

· Familiarity with HVAC parts, suppliers, or supply houses.

· Experience managing service orders end-to-end, including scheduling, technician coordination, quoting, and parts ordering/sourcing.

· Ability to manage multiple work orders and priorities in a fast-paced environment.

· Experience supporting both HVAC and non-HVAC service coordination.

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