HVAC Coordinator

Building Management Partners; Hebron Estates (KY); On-site; USD 45,000 - 65,000; Full time

Job summary

A leading facilities management firm is seeking an HVAC Coordinator to oversee billing processes, vendor invoicing, and inventory management. Responsibilities include ensuring timely and accurate billing, tracking contracts, and updating customer platforms. The ideal candidate has experience in HVAC or a related field, strong organizational skills, and proficiency with Microsoft Office. This role directly supports operational efficiency and customer satisfaction, contributing to the success of HVAC services in Hebron Estates, Kentucky.

Qualifications

• Experience in HVAC, facilities maintenance or related industry required.
• Must have previous billing or contract administration experience.
• High level of accuracy and organization is essential.

Responsibilities

• Manage HVAC billing and ensure accuracy.
• Review vendor invoices and contract documentation.
• Track and update inventory and customer platforms.

Skills

Experience with HVAC

Strong understanding of pricing and billing practices

Proficiency with Microsoft Office

Strong communication skills

Attention to detail

Education

High school diploma

Tools

NetFacilities

Job description

Overview

Building Management Partners, a division of Paul Hemmer Company, provides comprehensive facilities maintenance, plumbing, HVAC, and repair services to commercial clients throughout the Greater Cincinnati and Northern Kentucky region. BMP is built on strong customer relationships, fast response times, and a commitment to delivering high-quality service with integrity and professionalism.

Position Overview

The HVAC Coordinator supports the HVAC group by managing billing processes, vendor invoicing, contract tracking, inventory oversight, and customer platform updates. This position ensures timely, accurate billing and efficient administrative operations to support profitability and customer satisfaction.

Responsibilities

• Review and complete HVAC group billings in a timely and accurate manner.
• Review and approve vendor invoices.
• Establish, control, and track group inventory and operating costs.
• Assist in contract administration including PM agreements, lien waivers, and related documentation.
• Track and update customer work order platforms (e.g., NetFacilities).
• Review material costs and price lists to ensure profitability.
• Manage and resolve billing disputes.
• Provide timely updates to customer platforms to ensure accurate service reporting.
• Timely billing to drive operational income and customer satisfaction.
• Contract tracking and administration to ensure profitability and accurate HVAC services.
• Establishment and maintenance of group inventory and price lists.
• Maintain accurate and organized documentation for audits, customer reviews, and internal workflows.
• Collaborate with HVAC service technicians, managers, and dispatch to ensure proper documentation of work performed.
• Monitor pricing lists, contract terms, and pricing adjustments to support accurate billing.
• Communicate with customers as needed.

Qualifications

• Experience with HVAC, facilities maintenance, or a related industry.
• Strong understanding of industry procedures, pricing, labor requirements, and billing practices.
• High level of accuracy, organization, and attention to detail.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Strong communication and problem-solving skills.
• Experience with NetFacilities or similar customer maintenance platforms.
• Previous billing or contract administration experience in a service-based environment.
• High school diploma.