HVAC Service Coordinator

Romanoff Group of Companies; Charlotte (NC); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life/AD&D

STD

LTD

Critical Illness

Accident Insurance

Paid Vacation

Paid Holidays

401(k)

Employee Owned

Job summary

The Romanoff Group of Companies is seeking an HVAC Service Coordinator to join our team in Charlotte. This role supports the service department, field staff, and customer satisfaction by coordinating communication, scheduling, documentation, and project logistics for efficient service delivery.

You will manage quotes, parts procurement, invoicing, and timesheet coordination while coordinating with builders and homeowners to meet job requirements.

Qualifications

• High school diploma or GED required.
• 1–2 years of administrative, dispatch, or service coordination experience in a trade or construction environment preferred.
• Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required.
• Preferred: experience using service management software.
• Preferred: familiarity with local permitting and inspection processes.
• Preferred: knowledge of commercial or residential construction.

Responsibilities

• Respond to service inquiries via calls, emails, online requests, and vendor portals in a professional and timely manner.
• Schedule service appointments, dispatch technicians, and manage multiple calendars and on-call rotations.
• Maintain and update job records, including job cost entry, customer setup, contracts, and service details.
• Coordinate with builders, homeowners, vendors, and internal departments for job requirements, permitting, inspections, and project logistics.
• Support service technicians and project staff with quotes, parts procurement, invoicing, and warranty filings.
• Assist with timesheet verification, payroll coordination, and technician performance tracking.
• Manage receivables and forward builder-responsible invoices as needed.
• Maintain organized filing systems for customer and vendor records.
• Prepare cost estimates and billing for service and small contract jobs; track project P&L and assist in weekly reporting.
• Additional duties as assigned.

Skills

Administrative coordination

Dispatch coordination

Customer service

Education

High school diploma or GED

Tools

Microsoft Office Suite

Service management software

Permitting knowledge

Job description

Description

The Romanoff Group of Companies, headquartered in Columbus, Ohio, with offices in eleven markets covering eight states, are a blend of commercial and residential, electrical, heating & cooling, and plumbing companies primarily serving the new housing construction market.

Since our founding in 1982, our growth has been fueled by the pride and craftsmanship of our team, supported by exceptional project management and industry-leading expertise. As a 100% employee-owned company, we are deeply committed to the success of our team. This sense of ownership is reflected in the professionalism, integrity, and dedication we bring to every project — and in the positive impact we strive to make in the communities we serve.

We are actively seeking qualified candidates for the HVAC Service Coordinator position to join our award-winning team.

Great Reasons to Join:

• 11x Employee Voted Top Workplace
• Highly Competitive Wage
• Excellent Benefits Package (Health/HSA/Vision/Dental/Life/STD/LTD/Accident and Critical Illness)
• $15k Company Paid Life Insurance
• 401(k)
• Employee Stock Ownership Plan (We are 100% employee owned)
• Training and Support
• Paid Time Off and Paid Holidays
• Advancement Opportunities
• Paid Apprenticeship and Educational Reimbursement

Standard Work Schedule:

• Monday - Friday 7:00am - 4:00pm. MUST be willing to be flexible as jobs may change.

Position Summary:

A HVAC Service Coordinator plays a critical role in supporting service department operations, field staff, and customer satisfaction. This position manages communication, scheduling, documentation, and project coordination while ensuring efficient service delivery and administrative support.

Position Responsibilities:

• Respond to all service inquiries—calls, emails, online requests, and vendor portals in a professional and timely manner.
• Schedule service appointments, dispatch technicians, and manage multiple service calendars and on-call rotations.
• Maintain and update job records, including job cost entry, customer setup, contracts, and service details.
• Coordinate with builders, homeowners, vendors, and internal departments to align on job requirements, permitting, inspections, and project logistics.
• Support service technicians and project staff with quotes, parts procurement, invoicing, warranty filings, and job packets.
• Assist with timesheet verification, payroll coordination, and technician performance tracking.
• Manage receivables, ensure timely collections, and forward builder-responsible invoices as needed.
• Maintain organized electronic and paper filing systems for customer and vendor records.
• Prepare cost estimates and billing for service and small contract jobs; track project P&L and assist in weekly reporting.
• Additional duties as assigned.

Qualifications:

• Required: High school diploma or GED.
• Required: 1–2 years of administrative, dispatch, or service coordination experience in a trade or construction environment.
• Required: Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Preferred: Experience using service management or dispatch software.
• Preferred: Familiarity with local permitting and inspection processes.
• Preferred: Knowledge of commercial or residential construction.

Physical Demands:

• Must be able to sit at a desk and/or computer for prolonged periods of time.
• Occasionally lift and move up to 25 lbs.

Benefits and Compensation:

We provide a comprehensive package of employee benefits including: Medical, Dental, Vision, Life/AD&D; additional voluntary benefits such as STD, LTD, Critical Illness, Accident Insurance, paid vacation, and holidays; 401(k) and company paid Life Insurance, and we are 100% Employee Owned.

Must be able to pass a pre-employment drug screen and background check.

EEO Statement:

We are proud to be an Equal Opportunity Employer and will provide employment opportunities to all employees and applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws and prohibit discrimination and/or harassment of any kind.