HVAC Service Coordinator: Projects & Billing Lead

Havtech; Columbia (MD); On-site; USD 55,000 - 75,000; Full time

Job summary

Havtech’s Service Department is seeking a Service Coordinator to support customer service, project coordination, billing, and scheduling. You will help coordinate service projects, manage costs, and maintain clear communication with customers and technicians from start to finish.

The role requires a bachelor’s degree and HVAC-related project/administrative experience, plus strong organizational and communication skills. Hybrid or on-site flexibility may be required to support service operations.

Qualifications

• Bachelor’s degree and two (2) years of experience in the HVAC industry performing project management or administrative roles; or an equivalent combination of education and work experience.
• Excellent customer service and organizational skills, attention to detail, and ability to prioritize multiple projects and tasks to meet competing deadlines.
• Demonstrated performance in a customer-focused environment and role.
• Strong interpersonal, written and verbal communication skills.
• Ability to make critical decisions independently in fast paced environment, with support from Service Team resources.
• Windows/Microsoft Office product knowledge required.
• Experience with dispatch of technicians or related work experience preferred. Familiarity with general contracting, HVAC Service, or related industry preferred.

Responsibilities

• Administration and management of Service projects including coordination with multiple vendors and customers.
• Develops relationships with customers/vendors by providing exceptional customer service & support, including assistance with customer questions or concerns.
• Prepare invoices for billing and any additional documentation required for billing purposes. Internal and external purchase order administration.
• Maintain communication with customers, Service Technicians, and internal contacts to deliver support, via phone, email, etc.
• Aid Service Technician Team dutifully to complete their tasks and projects.
• Completely documents project costs and makes adjustment to deliver accurate reporting of project performance.
• Documents work by maintaining continuous files for each project.
• Communicates with internal/external customers and provides necessary information, updates and documentation in a timely manner.
• Coordinates service and technical support during start-up and throughout the warranty period.
• Executes and coordinates with various factories.
• Becomes proficient in the current Havtech Service administrative software.
• Provides executive support for Service Fulfillment team.
• Interacts with Service Acquisition Team for successful implementation of projects.
• Flexibility to work outside normal work hours, as required.

Skills

Customer service

Organizational skills

Written and verbal communication

Time management

Decision making

Education

Bachelor's degree

Tools

Windows/Microsoft Office

Job description

Havtech’s Service Department is seeking a Service Coordinator to support customer service, project coordination, billing, and scheduling. You will help coordinate service projects, manage costs, and maintain clear communication with customers and technicians from start to finish.

The role requires a bachelor’s degree and HVAC-related project/administrative experience, plus strong organizational and communication skills. Hybrid or on-site flexibility may be required to support service operations.