HVAC Office & Service Coordinator

Mauro's Air Conditioning & Heating, Inc.; Hudson (FL); On-site; USD 40,000 - 54,000; Full time

Job summary

Mauro's Air Conditioning & Heating, Inc. is seeking an experienced HVAC Office & Service Coordinator to manage daily scheduling, dispatch, customer communication, parts coordination, technician support, and general service-office operations.

You will coordinate service calls, track parts, assist with invoices and payments, and keep open jobs organized while collaborating with the Service Manager and office staff.

Qualifications

• 2+ years of HVAC office, dispatch, service coordination, or similar experience.
• Experience with HVAC terminology and service operations.
• Strong knowledge of scheduling and dispatching.
• Excellent phone and customer-service skills.
• Strong organizational and multitasking abilities.
• Comfortable working in a fast-paced environment.
• Computer proficient and able to learn new software quickly.
• Experience with Housecall Pro, QuickBooks, or similar software is a plus.
• Ability to communicate effectively with technicians, customers, vendors, and management.
• Must be dependable, punctual, and able to work independently.
• HVAC industry experience strongly preferred.

Responsibilities

• Schedule and dispatch HVAC service and maintenance calls.
• Coordinate daily technician schedules and routes.
• Monitor technician locations, job progress, and appointment times.
• Reschedule appointments when necessary and communicate changes to customers.
• Prioritize emergency and no-cool service calls.
• Coordinate callbacks, warranty calls, and follow-up service.
• Keep technicians informed of job details, customer concerns, and special instructions.
• Answer incoming phone calls and respond to customer inquiries.
• Schedule service appointments and provide appointment confirmations.
• Communicate professionally with homeowners, property managers, and commercial customers.
• Handle customer questions regarding appointments, invoices, warranties, and service.
• Follow up with customers regarding estimates, repairs, maintenance, and outstanding issues.
• Maintain a professional and helpful attitude, especially when dealing with upset customers.
• Order and coordinate HVAC parts and equipment.
• Track parts orders, deliveries, backorders, and returns.
• Coordinate warranty parts and warranty service calls.
• Verify that technicians have the necessary parts and information before appointments.
• Maintain communication with supply houses and vendors.
• Help track company inventory and technician truck stock.
• Coordinate equipment and material availability for installations and larger jobs.

Skills

Scheduling

Dispatch

Customer Service

Organization

HVAC knowledge

Software literacy

Communication

Independence

Tools

Housecall Pro

QuickBooks

Job description

We are looking for an experienced HVAC Office & Service Coordinator to manage daily scheduling and dispatch, customer communication, parts coordination, technician support, and general service-office operations.

HVAC Office & Service Coordinator — Job Duties

Scheduling & Dispatch

• Schedule and dispatch HVAC service and maintenance calls
• Coordinate daily technician schedules and routes
• Monitor technician locations, job progress, and appointment times
• Reschedule appointments when necessary and communicate changes to customers
• Prioritize emergency and no-cool service calls
• Coordinate callbacks, warranty calls, and follow-up service
• Keep technicians informed of job details, customer concerns, and special instructions

Customer Service

• Answer incoming phone calls and respond to customer inquiries
• Schedule service appointments and provide appointment confirmations
• Communicate professionally with homeowners, property managers, and commercial customers
• Handle customer questions regarding appointments, invoices, warranties, and service
• Follow up with customers regarding estimates, repairs, maintenance, and outstanding issues
• Maintain a professional and helpful attitude, especially when dealing with upset customers
• Order and coordinate HVAC parts and equipment
• Track parts orders, deliveries, backorders, and returns
• Coordinate warranty parts and warranty service calls
• Verify that technicians have the necessary parts and information before appointments
• Maintain communication with supply houses and vendors
• Help track company inventory and technician truck stock
• Coordinate equipment and material availability for installations and larger jobs

Office & Administrative Duties

• Create and update service calls, customer records, and job information
• Enter and maintain accurate information in HVAC/dispatch software
• Prepare work orders, purchase orders, invoices, and other job-related documentation
• Assist with processing payments and collecting outstanding balances
• Monitor open jobs and make sure paperwork is completed
• Assist with permits, inspections, warranty registrations, and other administrative requirements
• Maintain organized customer and job files

Sales & Job Follow-Up

• Assist with scheduling estimates and Comfort Advisor appointments
• Follow up on open proposals and estimates
• Coordinate approved replacement jobs with the installation team
• Help ensure deposits, signed approvals, and required documents are received
• Communicate job status and scheduling information to customers

General Responsibilities

• Work closely with the Service Manager, technicians, installers, and office staff
• Help identify scheduling conflicts and resolve problems quickly
• Maintain accurate records and attention to detail
• Assist with improving office and dispatch procedures
• Provide general administrative support as needed
• Maintain confidentiality and professionalism when handling customer and company information

For your company, I would also include these qualifications:

• 2+ years of HVAC office, dispatch, service coordination, or similar experience preferred
• Experience with HVAC terminology and service operations
• Strong knowledge of scheduling and dispatching
• Excellent phone and customer-service skills
• Strong organizational and multitasking abilities
• Comfortable working in a fast-paced environment
• Computer proficient and able to learn new software quickly
• Experience with Housecall Pro, QuickBooks, or similar software is a plus
• Ability to communicate effectively with technicians, customers, vendors, and management
• Must be dependable, punctual, and able to work independently
• HVAC industry experience strongly preferred