HVAC Service Coordinator (Ontario)

Socket.dev; Grimsby; On-site; CAD 55,000 - 70,000; Full time

Benefits offered by this job

Health, vision and dental benefits

Company Retirement Savings Plan (RSP)

Vacation days after probation

Permanent, year round employment

Job summary

Major Refrigeration Ltd. in Grimsby, ON is seeking an HVAC Service Coordinator to manage daily service activities, coordinate with customers and technicians, and ensure efficient scheduling.

The ideal candidate has 2+ years in HVAC coordination, strong communication, and a solid understanding of commercial HVAC systems. This is a full-time, on-site role with opportunities for growth and ongoing training.

Qualifications

• 2+ years of experience in HVAC service coordination or dispatch.
• Strong understanding of HVAC service terminology and equipment.
• Excellent organizational and time-management skills.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Strong communication with customers, technicians and internal teams.
• Experience with service management software such as Simpro is a plus.

Responsibilities

• Coordinate and schedule daily HVAC service calls and preventive maintenance.
• Dispatch technicians based on location, skill set, availability and priority.
• Communicate with customers on job status and follow-up requirements.
• Review service requests to determine technician and priority.
• Monitor schedules and adjust assignments as required.
• Ensure work orders are updated and closed in the service management system.
• Coordinate with Parts to ensure necessary HVAC parts are available.

Skills

HVAC coordination

Dispatch

Customer communication

Time management

Problem solving

Multitasking

Tools

Simpro

Job description

About us

Founded in 2012, Major Refrigeration Ltd. has proudly delivered reliable Refrigeration, HVAC, Controls, and Energy Solutions to customers across Canada. Headquartered in Grimsby, Ontario, the company operates throughout Ontario, Nova Scotia, New Brunswick, and Prince Edward Island, and continues to expand into new regions.

With a team of over 180 employees (throughout the provinces), we are continuously expanding and strengthening our workforce across all divisions to support our growth and maintain the high level of service our customers expect and deserve.

The Position

Major Refrigeration is looking for an experienced and organized HVAC Service Coordinator to join our growing service team.

The HVAC Service Coordinator will be responsible for coordinating daily HVAC service activities between customers, technicians, suppliers, and our internal service and parts departments. This position plays a key role in ensuring service calls are scheduled efficiently, customers are kept informed, technicians have the information and resources they need, and work orders are completed accurately and on time.

The ideal candidate will have strong communication and organization skills, experience working in a fast‑paced service environment, and a solid understanding of commercial HVAC systems and service operations.

Location: Grimsby, ON

Role and Responsibilities:

• Coordinate and schedule daily HVAC service calls and preventative maintenance work
• Dispatch technicians based on location, skill set, availability, and priority
• Communicate with customers regarding, job status, and follow‑up requirements
• Assist in reviewing incoming service requests and determine the appropriate technician and priority
• Monitor technician schedules throughout the day and adjust assignments as required
• Ensure technicians have the required job information, equipment details, parts, and site requirements before attending a call
• Coordinate with the Parts Department to ensure required HVAC parts are available or ordered
• Follow up on outstanding service calls, quotes, parts, and return visits
• Review technician reports, photos, time entries, and job notes for accuracy and completeness
• Ensure work orders are properly updated and closed in the service management system
• Communicate with customers regarding additional repairs and quotation requirements
• Coordinate emergency and after‑hours service requirements when necessary
• Assist with scheduling crane, equipment, subcontractors, and other resources when required for larger HVAC projects
• Maintain accurate records of customer requests, technician updates, parts requirements, and job status
• Identify scheduling conflicts and proactively resolve issues before they impact the customer
• Work closely with Service Managers, Field Supervisors, Technicians, Parts, and Accounting
• Maintain a high level of customer service and professionalism at all times
• Other administrative duties as assigned

Qualifications and Education Requirements:

• 2+ years of experience in HVAC service coordination, dispatch, administration, or a related field; commercial HVAC, refrigeration, mechanical, or construction experience is an asset
• Strong understanding of HVAC service terminology and equipment
• Excellent organizational, time‑management, and attention‑to‑detail skills, with the ability to manage multiple priorities in a fast‑paced environment
• Strong verbal and written communication skills, with the ability to work effectively with customers, technicians, and internal teams
• Strong computer skills and experience with service management software; Simpro or similar field‑service software is an asset
• Strong problem‑solving and decision‑making skills, with the ability to work independently and as part of a team
• Ability to remain calm, professional, and solution‑focused when handling urgent service requirements or difficult customer situations
• Ability to work Monday to Friday, with flexibility to work shifts between 7:00am - 5:00pm

What We Are Looking For

The successful candidate will be someone who:

• Take ownership of jobs from start to completion
• Prioritize emergency calls and high‑priority customer needs
• Proactively manage technician scheduling and geographical routing
• Communicate clearly with customers, technicians, and internal teams
• Maintain accurate work orders, documentation, and follow‑up
• Adapt quickly to changing priorities and work well under pressure
• Provide excellent customer service and take pride in their work

Why Join Major Refrigeration?

• Competitive wages based on experience
• Full‑time, stable employment with a growing company
• Opportunity for advancement within the HVAC Service Department
• Work with an experienced team of HVAC and refrigeration professionals
• Ongoing manufacturer and technical training opportunities
• Supportive team environment
• Opportunity to develop your career within the commercial HVAC industry

Compensation & Incentives:

• Health, vision and dental benefits package
• Company Retirement Savings Plan (RSP)
• Eligible for vacation days after probationary period
• Permanent, year round employment

We thank all applicants for their interest; however, only those that best meet our qualifications will be contacted. Major Refrigeration Ltd. is an equal opportunity employer and will make accommodations available for candidates, upon request, throughout the selection process.