HVAC Service Admin/Coordinator

J.W. Poole, Inc.; Monroe Township (NJ); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

401(k)

Company parties

Competitive salary

Dental insurance

Health insurance

Paid time off

Profit sharing

Competitive Compensation

Paid Time Off

Job summary

J.W. Poole, Inc. is seeking a motivated service admin/coordinator for our family-owned HVAC company.

This role supports the service department by scheduling technicians, handling customer communications, processing service documents, and ensuring smooth daily operations. The ideal candidate is highly organized with strong written and verbal communication and a friendly demeanor. Responsibilities include dispatching technicians, managing customer interactions, processing tickets and invoices, and

Qualifications

• 2+ years of administrative or dispatching experience in HVAC or construction is preferred.
• Strong organizational and multitasking abilities in a fast-paced environment.
• Excellent written and verbal communication and customer service skills.
• Proficiency with Microsoft Office and basic service management tools.

Responsibilities

• Schedule and dispatch HVAC service technicians for maintenance, service calls, and emergencies.
• Optimize daily routes to maximize technician efficiency.
• Monitor progress and adjust schedules as needed.
• Answer calls and emails from customers; manage service work orders.
• Provide updates on arrivals and job status; resolve issues with customers.

Skills

Strong organizational skills

Multitasking

Excellent communication

Customer service

Time management

Team collaboration

Education

High school diploma or equivalent

Tools

Microsoft Office

Service management software

Accounting software

Job description

Benefits

• 401(k)


• Company parties


• Competitive salary


• Dental insurance


• Health insurance


• Paid time off


• Profit sharing

Benefits/Perks

• Competitive Compensation


• Paid Time Off


• 401K, Profit Sharing, Health Benefits

Job Summary

We are seeking a motivated and outgoing service admin/coordinator for our family owned HVAC company. The HVAC Service Administrator/Coordinator is responsible for supporting the service department by scheduling technicians, managing customer communications, processing service documentation, and ensuring efficient daily operations. This role acts as a central point of contact between customers, technicians, and management to ensure timely and high-quality service delivery. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.

Responsibilities

Scheduling & Dispatching

• Schedule and dispatch HVAC service technicians for maintenance, service calls, and emergency repairs


• Optimize daily routes to maximize technician efficiency


• Monitor technician progress and adjust schedules as needed

Customer Service

• Answer incoming calls and emails from customers


• Create and manage service work orders


• Provide updates on technician arrival times and job status


• Resolve customer concerns or elevate issue when necessary

Administrative Support

• Prepare and process service tickets, invoices, and purchase orders


• Maintain accurate customer records and service histories


• Enter data into service management software (e.g., QuickBooks, ServiceTrade)


• Assist with contract maintenance agreements and renewals

Communication & Coordination

• Coordinate with technicians regarding job details, parts, and special instructions


• Communicate with vendors for parts ordering and availability


• Support project managers and service managers with reporting and documentation

Billing & Documentation

• Review completed service tickets for accuracy and completeness


• Assist with billing and collections processes


• Track warranties, permits, and compliance documentation

Qualifications

• 2+ years of administrative or dispatching experience (HVAC or construction industry preferred but not necessary)


• Strong organizational and multitasking skills


• Excellent communication and customer service abilities


• Proficiency in Microsoft Office (Excel, Word, Outlook)


• Experience with service management or accounting software preferred


• Ability to work in a fast-paced environment

Key Skills

• Scheduling & logistics coordination


• Attention to detail


• Problem-solving


• Time management


• Team collaboration


• Customer relationship management


• Team Player