HVAC Service and Intake Client Specialist

Elysian Energy; Kentucky; On-site; USD 29,000 - 40,000; Full time

Benefits offered by this job

401(k) match

3 days in-office

PTO 15 days

11 paid holidays

Volunteer days

Fun days

Parental leave

Education stipend

Job summary

Elysian Energy in Kentucky is seeking an HVAC Service and Intake Admin Specialist to be the hub of our service operations. You’ll handle incoming calls, schedule appointments, dispatch technicians, and keep CRM notes up to date, ensuring smooth daily routes and high service quality.

You’ll be the first point of contact, requiring professional communication, empathy, and strong organizational skills to manage fast-paced queues and coordinate with field staff for timely job completion.

Qualifications

• Must have customer service and scheduling experience in a fast-paced environment.
• Strong phone etiquette and clear, professional communication.
• Proficient with CRM systems and basic office tools.

Responsibilities

• Answer incoming calls, emails, and texts from customers courteously.
• Schedule, confirm, and adjust service appointments based on availability.
• Dispatch technicians and optimize routes for daily workloads.
• Enter and update customer data in the CRM accurately.
• Communicate service updates and delays to customers and techs.
• Coordinate with managers and field staff to ensure timely completion.
• Handle questions, concerns, and basic troubleshooting with care.
• Maintain high customer satisfaction and professional conduct.

Skills

Customer service

Scheduling/dispatching

CRM software

Communication skills

Multitasking

Problem solving

Education

High school diploma or equivalent

Tools

ServiceTitan

Housecall Pro

Salesforce

Job description

We’re looking for a friendly, organized, and detail-oriented HVAC Service and Intake Admin Specialist to be the hub of our service operations. In this role, you’ll handle incoming customer calls, schedule service appointments, and coordinate technicians’ daily routes to keep everything running smoothly. You’re often the first voice our customers hear—so professionalism, empathy, and clear communication are key.

Key Responsibilities

• Answer incoming calls, emails, and texts from customers in a courteous and professional manner
• Serve as first point of contact to triage incoming calls to the correct department
• Schedule, confirm, and adjust HVAC service appointments based on technician availability and customer needs
• Dispatch technicians and optimize daily schedules and routes
• Accurately enter and update customer information, job details, and notes in the CRM/dispatch system
• Communicate service updates, delays, or changes to customers and technicians
• Handle customer questions, concerns, and basic troubleshooting with patience and care
• Coordinate with service managers and technicians to ensure timely job completion
• Process service requests, maintenance agreements, and follow-up calls as needed
• Maintain a high level of customer satisfaction and professionalism at all times
• Coordinate with field staff to order supplies and receive deliveries

Requirements

• High school diploma or equivalent (additional education a plus)
• Previous experience in customer service, scheduling, dispatching, or HVAC/plumbing/electrical ind/energy efficiency industries preferred
• Strong phone etiquette and communication skills
• Excellent organizational and multitasking abilities
• Comfortable using scheduling software, CRM systems, and basic office tools
• Ability to remain calm and efficient in a fast-paced environment
• Problem-solving mindset and attention to detail

Preferred Experience

• HVAC or home services industry experience
• Dispatch or call center background
• Familiarity with ServiceTitan, Housecall Pro, or Salesforce

Benefits

• $25/hour commensurate with experience
• Office environment (3 days per week) with occasional community outreach.
• 401(k) after your first year with matching up to 3%
• 15 PTO days starting
• 11 paid holidays
• Paid volunteer days
• Paid fun days
• Parental leave
• $2,000 annual continuing education stipend