HVAC Installation Coordinator

Apple Air Heating & Cooling; East Farmingdale (NY); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401K with Company Match

Long-Term Disability Insurance

Life Insurance

Short-Term Disability Insurance

Paid Time Off

Job summary

Apple Air in the United States is seeking an Install Coordinator to support residential HVAC installation projects from scheduling through completion. You will act as primary liaison among customers, installation teams, sales, warehouse, permitting, and accounting to ensure a seamless customer experience.

The role emphasizes organization, attention to detail, and strong communication as you manage schedules, equipment readiness, permits, financing, and project closeout in ServiceTitan.

Qualifications

• 1–2+ years in administrative, coordinator, customer service, or operations support.
• HVAC/home services or skilled trades experience preferred.
• Experience with ServiceTitan or similar field service software preferred.
• Strong organizational skills and ability to manage multiple tasks.
• Excellent verbal and written communication.
• Customer service focus with problem-solving mindset.
• Ability to collaborate across cross-functional teams.
• Detail-oriented with scheduling and data-entry accuracy.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Ability to work independently in a fast-paced environment.
• Experience handling payments or financing paperwork is a plus.

Responsibilities

• Coordinate HVAC installation schedules aligning technician availability, customer preferences, permits, and timelines.
• Review sold jobs, equipment selections, scopes of work, permits, financing agreements, and materials.
• Manage equipment ordering, deliveries, and job-site requirements.
• Serve as primary contact for customers, providing updates and managing expectations.
• Collaborate with sales, dispatch, warehouse, permitting, accounting, and installation teams.
• Maintain accurate job records in ServiceTitan and other systems.
• Coordinate permits, inspections, rebates, warranties, and financing documents.
• Identify and resolve scheduling conflicts and installation issues.
• Review completed projects for missing paperwork and closeout steps.
• Assist with payments and financing documentation.
• Perform other duties as assigned.

Skills

Administrative experience

Customer service

Organizational skills

Communication skills

Cross-functional collaboration

Data entry

Detail-oriented

Microsoft Office

Tools

ServiceTitan

MS Excel

Outlook

Word

Job description

Apple Air in the United States is seeking an Install Coordinator to support residential HVAC installation projects from scheduling through completion. You will act as primary liaison among customers, installation teams, sales, warehouse, permitting, and accounting to ensure a seamless customer experience.

The role emphasizes organization, attention to detail, and strong communication as you manage schedules, equipment readiness, permits, financing, and project closeout in ServiceTitan.