HVAC Service & Installation Coordinator

Maple Air; Vaughan; On-site; CAD 55,000 - 70,000; Full time

Benefits offered by this job

Extended health care

Dental care

Growth opportunities

Team-oriented environment

Job summary

Maple Air in Vaughan is looking for an experienced and highly organized HVAC Service & Installation Coordinator to join our Operations team.

This fast-paced role involves dispatching technicians, scheduling installations, maintaining accurate customer records, and ensuring effective communication with customers and field staff. You’ll work closely with the Operations Manager to keep daily operations organized and on track.

We value accountability, initiative, and a friendly, professional attitude.

Qualifications

• Highly organized and detail-oriented
• Excellent phone communication and professionalism
• Experience with CRM, scheduling, dispatch software preferred
• HVAC or home-services coordination experience is a plus

Responsibilities

• Schedule and dispatch HVAC service technicians throughout the GTA
• Coordinate with technicians and adjust schedules as calls and job requirements change
• Maintain accurate customer information, service notes, and work orders
• Follow up on outstanding service items to prevent missed tasks
• Communicate appointment confirmations, delays, and schedule changes to customers
• Assist with coordinating residential and commercial HVAC installations

Skills

Organizational skills

Communication skills

Customer service

Problem solving

Tools

CRM software

Scheduling software

Dispatch software

Job description

Salary: $55,000–$70,000 per year, based on experience

Join the Team Behind a Great Customer Experience

A successful HVAC service call or installation doesn’t start when the technician arrives.

It starts behind the scenes - with someone making sure the right technician is going to the right place, customers know what to expect, installations are prepared, schedules stay organized, and nothing gets missed when the day gets busy.

Maple Air is looking for an experienced and highly organized HVAC Service & Installation Coordinator to join our Operations team in Vaughan.

This is a fast-paced, people-focused role for someone who is confident in communicating with customers and technicians, comfortable managing multiple priorities, quick to solve problems, and able to stay organized when plans change throughout the day.

You’ll work closely with our Operations Manager, service technicians, installation crews, office team, and customers and play an important role in keeping our daily operations running smoothly.

What You’ll Be Doing

Service Dispatch & Technician Scheduling

• Schedule and dispatch HVAC service technicians throughout the GTA
• Coordinate with technicians throughout the day and adjust schedules as calls, delays, emergencies, and job requirements change
• Prioritize service calls based on urgency, location, technician availability, and job requirements
• Communicate appointment confirmations, arrival updates, delays, and schedule changes with customers
• Maintain accurate customer information, service notes, and work-order details
• Follow up on outstanding service items and make sure nothing falls through the cracks
• Help keep daily field-service operations organized, efficient, and moving forward
• Schedule residential and commercial HVAC installations
• Coordinate installation dates, crews, equipment, and job requirements
• Work closely with our Operations Manager to prepare upcoming installations
• Confirm job details are in place before installation day
• Communicate with customers before and throughout the installation process
• Help resolve scheduling and coordination issues quickly when plans change
• Support a smooth handoff between sales, operations, installation, and customer care

Customer Experience

• Answer incoming calls and communicate professionally and confidently with customers
• Assist with scheduling, service questions, appointment updates, and customer concerns
• Take ownership of issues and follow them through to completion
• Keep customers informed, especially when something doesn’t go according to plan
• Provide a warm, dependable, and genuinely helpful customer experience

Who We’re Looking For

You’ll likely be a great fit if you are:

• Highly organized and detail-oriented
• Friendly, confident, and professional on the phone
• Comfortable managing multiple technicians, appointments, and priorities at once
• Calm and solution-focused when schedules suddenly change
• Strong at communicating with both customers and field technicians
• Accountable and committed to following through
• Comfortable using CRM, scheduling, dispatch, and field-service software
• Someone who takes initiative rather than waiting to be told what to do
• A team player who can also work independently
• Comfortable handling difficult conversations professionally when needed

Previous HVAC, home-services, dispatch, scheduling, or field-service coordination experience is strongly preferred.

We’re especially interested in candidates with experience in:

• Service or installation coordination
• Field-service operations
• Work-order management
• Customer service within a skilled-trades or home-services company
• Plumbing, electrical, restoration, construction, property management, or similar service industries

We’re also open to exceptional coordinators from other fast-paced service environments who have demonstrated strong scheduling, customer-service, and problem-solving skills.

We can teach our systems, HVAC terminology, and internal processes.

What matters most is that you’re organized, dependable, confident, accountable, and genuinely good with people.

Why Join Maple Air?

Maple Air has been serving homeowners and businesses across the Greater Toronto Area since 2002 .

We’re an established company that continues to grow, and we’re investing in our people, technology, systems, and customer experience to support that growth.

Our core values shape how we work every day:

Serving People Before Industry - We put people first and believe great service starts with listening, communicating clearly, and genuinely caring.

Choosing Legacy Over Transactions - We focus on earning long-term trust and building lasting relationships.

Operating as One Team, One Purpose - Our office team, technicians, installers, and leadership work together toward the same goal.

Owning Our Work With No Shortcuts - We value accountability, follow-through, and doing things properly.

Growing With Purpose and Intention - We’re always looking for better ways to serve our customers, support our team, and improve how we operate.

For the right person, this can become much more than a scheduling or dispatch position. You’ll have the opportunity to take ownership, strengthen your operational experience, and grow your responsibilities as Maple Air continues to expand.

• Competitive salary of $55,000–$70,000 per year, based on experience
• Extended health care
• Dental care
• Supportive, team-oriented work environment
• Opportunities to learn, take on more responsibility, and grow within the company

Interested in Joining Us?

We’re looking for someone who wants to take ownership, become great at what they do, and become an important part of our Operations team.

If you’re organized, quick on your feet, great with people, and enjoy making a busy operation run smoothly, we’d like to hear from you.