HVAC Service Coordinator | Admin & Dispatch Expert

Romanoff Group of Companies; Raleigh (NC); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life/AD&D insurance

STD/LTD/Accident insurance

Paid vacation and holidays

401(k)

Job summary

The Romanoff Group of Companies is seeking an HVAC Service Coordinator to support the service department, coordinate scheduling, and ensure smooth project administration. This role partners with field staff, homeowners, and builders to deliver timely service and accurate documentation.

Qualifications include a high school diploma or GED and 1–2 years of administrative or dispatch experience in a trade or construction, plus proficiency with Microsoft Office.

Qualifications

• High school diploma or GED required.
• 1–2 years of administrative, dispatch, or service coordination experience in a trade or construction environment.
• 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.

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.

Skills

Administrative experience

Dispatch coordination

Service coordination

Education

High school diploma / GED

Tools

Microsoft Office

Job description

The Romanoff Group of Companies is seeking an HVAC Service Coordinator to support the service department, coordinate scheduling, and ensure smooth project administration. This role partners with field staff, homeowners, and builders to deliver timely service and accurate documentation.

Qualifications include a high school diploma or GED and 1–2 years of administrative or dispatch experience in a trade or construction, plus proficiency with Microsoft Office.