HVAC Service Coordinator - Customer Service

Recruit4HVAC; Alsip (IL); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

SEPP for retirement

Paid vacation

Paid holidays, flex days, and more!

Job summary

Recruit4HVAC is hiring a reliable HVAC Service Coordinator to be the first point of contact for customers and coordinate daily service operations. You will handle inquiries, schedule appointments, dispatch technicians, and maintain records to ensure smooth workflows.

Ideal candidates have strong communication, organizational skills, and experience with CRM systems. The role follows a Monday–Friday schedule with competitive benefits and a focus on customer satisfaction.

Qualifications

• Minimum 2 years in customer support, scheduling, dispatch coordination.
• Strong customer service and communications abilities.
• Proficient with Microsoft Office including Word, Excel, Outlook.
• Ability to build positive relationships with customers and field staff.
• Experience with CRM systems and maintaining accurate records.
• Excellent organizational and multitasking skills.
• Dispatching experience in HVAC/plumbing/electrical is a plus.

Responsibilities

• Answer incoming customer phone calls and respond to service inquiries.
• Schedule and organize service appointments as requests are received.
• Generate and manage dispatch tickets for all service-related calls.
• Coordinate technician dispatching and daily routing.
• Oversee and maintain the service schedule and dispatch board.
• Monitor and project workload needs 2-3 days in advance.
• Reach out to customers when parts arrive to arrange service appointments.
• Follow up with customers regarding pending estimates and repairs.
• Maintain accurate customer service history and records in the database.

Skills

Customer service

Scheduling

Dispatch coordination

CRM systems

Microsoft Office

Communication

Organization

Detail oriented

Tools

CRM software

MS Excel

Job description

HVAC Service Coordinator - Customer Service | $25.00 - $28.00 per hour

A local residential HVAC company is seeking a Service Coordinator to join the team.

This role serves as the first point of contact for customers and is essential in delivering day-to-day administrative and customer support to our customers, technicians and internal employees.

Work Schedule: Monday through Friday | 7:30 AM to 4:30 PM

Benefits:

• Medical insurance
• Dental insurance
• Vision insurance
• SEPP for retirement
• Paid vacation
• Paid holidays, flex days, and more!

What You'll Be Doing:

• Answer incoming customer phone calls and respond to service inquiries
• Schedule and organize service appointments as requests are received
• Generate and manage dispatch tickets for all service-related calls
• Coordinate technician dispatching and daily routing
• Oversee and maintain the service schedule and dispatch board
• Monitor and project workload needs 2-3 days in advance
• Reach out to customers when ordered parts arrive to arrange service appointments
• Follow up with customers regarding pending estimates and recommended repairs using the pending work log
• Manage maintenance agreement records, scheduling, renewals, and customer database information
• Process special-order parts requests as needed
• Update customer accounts with installation details, warranty information, equipment data, and new customer records
• Maintain accurate customer service history and documentation within the database

What We're Looking For:

• Minimum of 2 years of experience in customer support, scheduling, dispatch coordination, project coordination, or a related role; equivalent education and experience will also be considered
• Strong customer service and communication abilities
• Proficient with Microsoft Office programs, including Word, Excel, and Outlook
• Ability to build and maintain positive working relationships with both customers and field technicians
• Experience using CRM systems and maintaining accurate customer records
• Excellent organizational, multitasking, and detail-oriented skills
• Previous dispatching experience within HVAC, plumbing, electrical, construction, or a related service industry is preferred but not mandatory