HVAC Service Coordinator - Employee-Owned & Growth

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

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.