HVAC Quality Control & Documentation Specialist

MSS Solutions, LLC; Charlotte (NC); On-site; USD 52,000 - 68,000; Full time

Job summary

MSS Solutions, LLC seeks a Quality Control Coordinator for HVAC to ensure accurate inspection documentation and regulatory compliance. You will review forms, verify fields and signatures, and coordinate corrections with field staff and service managers.

Responsibilities include maintaining electronic records, enforcing naming conventions, and delivering documentation to customers or portals. Excellent attention to detail and collaboration across departments are essential.

Qualifications

• Associate degree or equivalent work experience preferred.
• 3–5 years of administrative, service coordination, quality assurance, or documentation experience.
• Knowledge and understanding in HVAC, fire protection, security, construction, or related industries preferred.
• Strong written and verbal communication skills.
• Exceptional attention to detail.
• Strong organizational and time management skills.
• Ability to identify discrepancies and resolve issues efficiently.
• Ability to work independently while collaborating across departments.
• Must successfully pass a background check & drug test.

Responsibilities

• Review inspection forms for accuracy, completeness and compliance with company standards.
• Verify all required fields, test results, deficiencies, signatures, dates and documentation are present.
• Ensure documentation complies with customer contract requirements and regulatory standards.
• Identify missing or inconsistent information and coordinate corrections with technicians, coordinators or service managers.
• Perform final quality review before documentation is delivered to customers or attached to invoices.
• Track status of outstanding inspection forms and follow up for timely completion.
• Maintain organized electronic records and proper document naming conventions.
• Ensure documentation is uploaded to customer portals or delivered via required method.
• Monitor documentation turnaround times and report aging items.
• Identify trends in documentation errors and recurring quality issues.
• Recommend improvements to forms, workflows and documentation processes.
• Assist with testing and implementation of new electronic forms and software enhancements.
• Develop and maintain SOPs related to documentation quality.
• Collaborate with technicians, dispatch, service coordinators, account managers and leadership to resolve issues.
• Provide guidance on documentation standards and company expectations.
• Assist with onboarding and training employees on inspection forms.

Skills

Attention to detail

Organizational skills

Time management

Communication skills

Analytical thinking

Prioritization

Independent but collaborative

Customer-focused mindset

Ability to resolve discrepancies

Education

Associate degree or equivalent

Tools

Microsoft Excel

Outlook

Document management systems

Vista/Viewpoint ERP

Job description

MSS Solutions, LLC seeks a Quality Control Coordinator for HVAC to ensure accurate inspection documentation and regulatory compliance. You will review forms, verify fields and signatures, and coordinate corrections with field staff and service managers.

Responsibilities include maintaining electronic records, enforcing naming conventions, and delivering documentation to customers or portals. Excellent attention to detail and collaboration across departments are essential.