HVAC Service Coordinator & Office Administrator

VirtuHire; United States; Remote; USD 45,000 - 65,000; Full time

Job summary

VirtuHire is seeking an Office Administrator & Service Coordinator for a growing US HVAC service provider. You will be the front-line contact, handling calls, scheduling, invoicing, and coordinating service jobs to ensure smooth daily operations.

The role requires strong organizational abilities, proactive communication, and comfort with multiple software tools. You will work remotely within US Central Time hours from a home office.

Qualifications

• 3+ years in customer service or office administration.
• Experience in HVAC or home services preferred.
• Experience handling US customer calls.
• Strong administrative skills and documentation.

Responsibilities

• Handle inbound calls and AI booking transfers; help schedule service appointments.
• Schedule and manage service jobs using field service software.
• Maintain accurate job records, invoices, and documentation.
• Prepare and submit daily reports on time.
• Reconcile invoices and follow up on outstanding items.
• Process warranty claims and rebate registrations with proper documentation.
• Follow up on estimates and support CRM email campaigns.
• Monitor tasks and ensure requests are completed with minimal supervision.

Skills

Customer service

Office administration

Service coordination

Scheduling software

Invoicing & reporting

Warranty claims & rebates

Tools

ServiceTitan

Housecall Pro

Jobber

FieldEdge

Job description

VirtuHire is seeking an Office Administrator & Service Coordinator for a growing US HVAC service provider. You will be the front-line contact, handling calls, scheduling, invoicing, and coordinating service jobs to ensure smooth daily operations.

The role requires strong organizational abilities, proactive communication, and comfort with multiple software tools. You will work remotely within US Central Time hours from a home office.