HVAC Operations & Scheduling Specialist

HomeServe USA; Woburn (MA); On-site; USD 28,000 - 37,000; Full time

Job summary

HomeServe USA in Woburn, MA seeks an HVAC Office Administrator to support scheduling, onboarding, and precise documentation across multiple systems, bridging field operations with office administration. The role reports to the General Manager and requires professionalism in handling time-sensitive customer requests in a fast-paced environment.

The ideal candidate holds an associate degree or equivalent experience, 3–5 years in administrative or customer service roles, and strong MS Office

Qualifications

• Associate's degree or equivalent experience required.
• 3–5 years of administrative or customer service experience preferred.
• Proficient/advanced knowledge of MS Office (Excel/Word/PowerPoint).
• Strong customer service and communication skills are essential.

Responsibilities

• Coordinate scheduling of HVAC installation jobs with customers, trade partners, and dispatch to ensure timely and accurate appointments.
• Assemble install packets, collect deposits and past-due balances, submit refund requests, and administer the Advantage Program.
• Create and maintain job records (Install/MC/FFS/Warranty), maintain the warranty tracker, submit warranty claim forms, provide COIs when requested, and back-up PO issuance.
• Maintain the technician master schedule, attendance records, overtime reports, weekly service call logs, and shift bids.
• Administer the new hire process, including badge setup and coordination of the uniform/shoe program.
• Conduct initial follow-up on policy sales, document outreach and outcomes and escalate unresolved cases.

Skills

MS Office proficiency

Customer service

Data/document management

Education

Associate's degree or equivalent

Job description

HomeServe USA in Woburn, MA seeks an HVAC Office Administrator to support scheduling, onboarding, and precise documentation across multiple systems, bridging field operations with office administration. The role reports to the General Manager and requires professionalism in handling time-sensitive customer requests in a fast-paced environment.

The ideal candidate holds an associate degree or equivalent experience, 3–5 years in administrative or customer service roles, and strong MS Office