HVAC Service Coordination Specialist

Torrey Holistics; San Antonio (TX); On-site; USD 32,000 - 44,000; Full time

Job summary

Airtron in San Antonio is seeking an onsite office specialist to handle inbound/outbound calls, schedule installations, and manage customer inquiries. You will process payments, issue refunds, and ensure data is accurately recorded in Outlook and Excel, while aligning with permits and inspections.

The role requires 2–4 years in an office setting with phone experience, proficiency in Excel, Word, and Outlook, and strong English communication.

Qualifications

• High school diploma or GED required.
• 2–4 years in an office environment, with at least 20% of daily work assisting customers by phone.
• General computer proficiency; 1+ year using Microsoft Excel, Word, and Outlook.
• Strong English communication skills, both spoken and written.

Responsibilities

• Answer phones, schedule customers, and resolve inquiries on sales, promotions, installations, and communications.
• Manage inbound and outbound calls; process credit cards and refunds; offer service plans; book appointments.
• Own accurate data entry; route manpower and resources throughout the day.
• Make limited outbound calls for permits/inspections follow-up and to reschedule services.
• Maintain customer relationships; resolve claims and complaints effectively and in line with consumer laws.

Skills

Customer service

Data entry

English communication

Office software proficiency

Phone support

Education

High school diploma or GED

College coursework (preferred)

Tools

Excel

Word

Outlook

Job description

Fully Onsite — San Antonio

A day in the life: You settle into our open office, scan overnight messages, and start mapping the day. The first calls are from homeowners with questions about installations and service plans. You translate concerns into scheduled appointments, route the right technician at the right time, and make sure each visit aligns with permits and inspections. Between calls, you process a card payment, issue a refund, send confirmation texts, and update Outlook and Excel with fresh details. If a storm delays an inspection, you pivot—place follow-up calls, reschedule services, and keep customers informed while meeting consumer law standards for fairness and clarity. Throughout the day, you document insights from surveys, suggest improvements, and support local initiatives that educate our customers. You close out by double-checking tomorrow’s routes, tying up loose ends, and prioritizing safety in everything you do. Other duties may pop up—and you handle them with a positive, team-first mindset.

What you’ll handle

• Answer phones, schedule customers, and resolve inquiries on sales, promotions, installations, and communications.
• Manage inbound and outbound calls; process credit cards and refunds; offer service plans; book appointments.
• Own accurate data entry; use email, text, and other tools to efficiently route manpower and resources throughout the day.
• Make limited outbound calls for permits/inspections follow-up and to reschedule services when needed.
• Maintain strong customer relationships; resolve claims and complaints effectively and in line with consumer laws.
• Support location initiatives; proactively inform and educate customers.
• Recommend—and in some cases, help develop—improvement plans based on customer surveys.
• Follow all company policies and procedures, with a consistent emphasis on safety.
• Perform other assigned duties as needed.

Minimum requirements

• High school diploma or GED.
• 2–4 years in an office environment, with at least 20% of daily work assisting customers by phone.
• General computer proficiency; 1+ year using Microsoft Excel, Word, and Outlook.
• Strong English communication skills—spoken and written.
• Valid driver’s license.
• Willing to work overtime on short notice; occasional weekend hours.

Preferred

• Completed college coursework.

What helps you thrive here

• Customer-first mindset; ability to work independently and collaboratively.
• Excellent written and verbal communication.
• Comfort in a fast-paced, open-office environment.
• Strong organization, attention to detail, and multi-tasking.
• Willingness to learn; positive, team-oriented attitude.
• Related experience may substitute for education.
• Build positive relationships with internal and external customers; collaborate across all levels.
• Safety mindset and embrace of a safety-focused culture.

Physical expectations

• Lift/move up to 20 pounds frequently.
• Regular bending at the waist, kneeling, or crouching.
• Extended periods of standing, walking, or sitting.
• Hear, understand, and distinguish speech/sounds to safely operate phones and office equipment.
• With natural or corrected vision, maintain close, distance, and peripheral focus with normal depth perception.
• Clearly express ideas verbally to share information with others.
• Enter data using a traditional keyboard or 10-key keypad.
• Use arms and hands to reach overhead; signal, grasp, hold, lift, turn, push, and pull objects/tools.

Industry knowledge

• HVAC
• Heating and Air Conditioning

Airtron is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.