HVAC Service AdminCoordinator

JW Poole Inc; Monroe Township (NJ); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

401(k)

Company parties

Competitive salary

Dental insurance

Health insurance

Paid time off

Profit sharing

Competitive compensation

Job summary

JW Poole Inc. seeks a motivated service admin/coordinator for our family-owned HVAC company. You will schedule technicians, manage customer communications, handle service documentation, and ensure smooth daily operations.

A friendly demeanor, strong organization, and clear written/verbal skills are essential. The role acts as the hub between customers, technicians, and management to deliver timely, high-quality service.

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

Responsibilities

• 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
• 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 issues when necessary
• 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
• 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
• Review completed service tickets for accuracy and completeness
• Assist with billing and collections processes
• Track warranties, permits, and compliance documentation

Skills

Scheduling

Communication

Microsoft Office

Service software

Tools

QuickBooks

ServiceTrade

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 issues 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