HVAC Service and Permit Coordinator

Harwich Port Heating & Cooling LLC; Harwich (MA); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with company matching

Paid time off

Life insurance

Health savings account (HSA)

Flexible spending account (FSA)

Employee assistance program

Professional development assistance

Tuition reimbursement

Job summary

Harwich Port Heating & Cooling LLC in Harwich Port, MA is seeking an HVAC Service and Permit Coordinator to keep daily service operations running smoothly. This full-time, office-based role involves scheduling technicians, managing work orders in ServiceTitan, overseeing permitting, handling customer communications, and supporting the field team.

The ideal candidate has HVAC or skilled trades experience, strong customer service and administrative skills, and the ability to multitask in a

Qualifications

• 2+ years of experience in HVAC, plumbing, electrical, or a related service-based industry.
• Experience with ServiceTitan required.
• Strong scheduling, dispatching, and administrative experience.
• Excellent customer service and communication skills.
• Ability to multitask, prioritize responsibilities, and work in a fast-paced environment.
• Knowledge of HVAC systems and terminology preferred.
• Experience with permitting, warranty registration, and maintenance agreements is a plus.

Responsibilities

• Schedule and dispatch HVAC service technicians based on availability, location, and skill set.
• Create, manage, and close out work orders in ServiceTitan.
• Coordinate service appointments, maintenance visits, and follow-up calls.
• Serve as the primary point of contact for customers, technicians, and management.
• Apply for and track HVAC installation, replacement, and service permits.
• Maintain accurate permit records and warranty documentation.
• Create, renew, and manage maintenance agreements.
• Assist with technician timecards, service reports, and administrative tasks.

Skills

HVAC experience

Customer service

Scheduling

Tools

ServiceTitan

Job description

Description

Location: Harwich Port, MA
Position: Full-Time
Compensation: $25–$28 per hour, based on experience

We are seeking a highly organized, detail-oriented HVAC Service and Permit Coordinator to join our team in Harwich Port, MA.

This position plays a key role in keeping daily service operations running smoothly by coordinating technician schedules, managing work orders, overseeing permitting processes, communicating with customers, and supporting the field service team.

The ideal candidate has experience in the HVAC or skilled trades industry, strong customer service and administrative skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Scheduling & Dispatching

• Schedule and dispatch HVAC service technicians based on availability, location, and skill set.
• Manage daily and weekly service calendars to maximize efficiency.
• Monitor technician progress and adjust schedules as needed.
• Coordinate service appointments, maintenance visits, and follow-up calls.

Work Order Management

• Create, manage, and close out work orders in ServiceTitan.
• Verify customer information, equipment details, labor, parts, and warranty information.
• Ensure accurate job documentation, purchase orders, and service records.
• Support billing and collections by ensuring timely and accurate work order completion.

Customer Service & Communication

• Serve as the primary point of contact for customers, technicians, and management.
• Handle incoming calls, emails, and service requests.
• Communicate appointment confirmations, scheduling changes, and service updates.
• Resolve customer concerns professionally and elevate issues when necessary.

Permitting & Warranty Administration

• Apply for and track HVAC installation, replacement, and service permits.
• Coordinate with local municipalities regarding permit approvals, inspections, and required documentation.
• Maintain accurate permit records, track expiration dates, and follow up on outstanding approvals.
• Register manufacturer warranties and maintain accurate documentation.
• Track warranty information, expiration dates, and required follow-ups.

Maintenance Agreements & Administrative Support

• Create, renew, and manage residential and light commercial maintenance agreements.
• Schedule preventative maintenance visits and follow up on expiring agreements.
• Assist with technician timecards, service reports, and administrative documentation.
• Coordinate with technicians and warehouse personnel regarding parts and materials.
• Maintain accurate records and support daily service operations.

Requirements

• 2+ years of experience in HVAC, plumbing, electrical, or a related service-based industry.
• Experience with ServiceTitan required.
• Strong scheduling, dispatching, and administrative experience.
• Excellent customer service and communication skills.
• Ability to multitask, prioritize responsibilities, and work in a fast-paced environment.
• Strong attention to detail and organizational skills.
• Proficiency with computers and service management software.
• Knowledge of HVAC systems and terminology preferred.
• Experience with permitting, warranty registration, and maintenance agreements is a plus.

Work Environment

• Office-based position requiring prolonged sitting, computer use, and administrative tasks.
• Ability to lift up to 25 pounds occasionally.

What We're Looking For

• A dependable, organized professional who takes ownership of daily responsibilities.
• A strong communicator who works well with customers, technicians, municipalities, and management.
• Someone who can problem-solve, adapt quickly, and keep operations moving efficiently.
• A team player with a positive attitude and customer-first approach.

Compensation & Benefits

$25–$28 per hour, based on experience

• Medical, dental, and vision insurance
• 401(k) with company matching
• Paid time off
• Life insurance
• Health savings account (HSA)
• Flexible spending account (FSA)
• Employee assistance program
• Professional development assistance
• Tuition reimbursement