HVAC Coordinator

Hoffmann Brothers; St. Louis (MO); On-site; USD 60,000 - 80,000; Full time

Job summary

Hoffmann Brothers is seeking an HVAC Coordinator in St. Louis to oversee service, maintenance, and installation coordination. You will serve as the central contact for customers, field pros, and internal teams to ensure timely scheduling and accurate documentation.

The role requires strong organization, multitasking ability, and excellent communication. Familiarity with Service Titan or similar software is a plus as you support daily operations and growth initiatives.

Qualifications

• Experience in HVAC or home service coordination (preferred).
• Proficiency in scheduling, email communication, and data entry.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Serve as the primary point of contact for field professionals, customers, and internal teams.
• Manage and optimize the commercial HVAC service schedule, including monitoring the Hold Job Report and ensuring timely resolution of outstanding jobs.
• Schedule and confirm monthly maintenance visits with clients.
• Order filters and coordinate with the warehouse as needed.
• Maintain and update customer account information (e.g., points of contact, hours of operation).
• Coordinate and follow up with field professionals and supply houses regarding parts and return visits.
• Enter new and renewal maintenance agreements into the system.
• Assist with maintenance agreement bids, including creating proposals and scheduling site visits.
• Provide backup support to the Commercial Install Coordinator, including job scheduling, timecard management, and invoicing.
• Monitor and respond to HVAC email inboxes promptly.
• Coordinate with the warehouse for part/equipment needs.
• Audit time sheets for accuracy.
• Dispatch field professionals for service and maintenance tasks.

Skills

HVAC coordination

Scheduling

Email communication

Data entry

Time management

Customer service

Service Titan

Tools

Service Titan

Job description

For over 40 years, Hoffmann Brothers has served as the premier HVAC, Plumbing, Electrical, and Appliance Repair service and installation contractor in the St. Louis area. With an aggressive expansion campaign, we are now growing at an exciting rate, facing new challenges as we transform our business and enter new geographic and service markets, such as Nashville, TN and Denver, CO.

Over the last ten years, Hoffmann has grown from a small family business of 50 employees to a 600-member, multi-market organization with significant aspirations for further growth. We recognize that the quality of our people enables this growth, and now is your chance to join our team.

Position Overview

The HVAC Coordinator is responsible for the seamless coordination of HVAC service, maintenance, and installation operations. This role serves as the central point of contact for customers, field professionals, and internal teams to ensure timely scheduling, accurate documentation, and exceptional customer service. The ideal candidate is organized, proactive, and able to manage multiple moving parts with strong attention to detail.

Primary Responsibilities:

Commercial Service & Maintenance Coordination:

• Serve as the primary point of contact (POC) for field professionals, customers, and internal teams.
• Manage and optimize the commercial HVAC service schedule, including monitoring the Hold Job Report and ensuring timely resolution of outstanding jobs
• Schedule and confirm monthly maintenance visits with clients
• Order filters and coordinate with the warehouse as needed
• Maintain and update customer account information (e.g., points of contact, hours of operation)
• Coordinate and follow up with field professionals and supply houses regarding parts and return visits
• Enter new and renewal maintenance agreements into the system
• Assist with maintenance agreement bids, including creating proposals and scheduling site visits

Commercial Install/Residential HVAC Coordination:

• Provide backup support to the Commercial Install Coordinator, including job scheduling and coordination, timecard management, and invoicing

Daily Operational Tasks:

• Monitor and respond to HVAC email inboxes promptly
• Coordinate with the warehouse for part/equipment needs
• Audit time sheets for accuracy
• Dispatch field professionals for service and maintenance tasks

Qualifications:

• Experience in HVAC or Home Service coordination (preferred)
• Proficiency in scheduling, email communication, and data entry
• Strong organizational and time management skills
• Familiarity with Service Titan or similar field service management software is a plus
• Excellent written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment