HVAC Service Coordinator: QuickBooks Online & ServiceTitan

CM Copperhead LLC; Cranbury Township (NJ); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

401(k) matching

Dental insurance

Health insurance

Paid time off

Vision insurance

Tuition reimbursement

Professional development assistance

Life insurance

Flexible spending account

Health savings account

Employee assistance program

Job summary

CM Copperhead LLC in Cranbury Township, NJ seeks an HVAC Service Coordinator to act as primary contact between customers, technicians, and management. You will schedule, dispatch, and coordinate service calls, ensuring timely communication and accurate work orders.

The role emphasizes proficiency with QuickBooks Online and Service Titan, plus 2+ years in HVAC or a service-based industry. Join a collaborative team focused on customer satisfaction and efficiency.

Qualifications

• Strong proficiency in QuickBooks Online.
• Must have at least one year Service Titan Experience.
• 2+ years’ experience in HVAC, plumbing, electrical, or a service-based industry.
• Strong administrative, scheduling, and customer service skills.
• Familiarity with permit processes and local municipality requirements (preferred).
• Experience with service software and/or CRM tools.
• Attention to detail and ability to manage multiple priorities.
• Professional communication skills—both written and verbal.
• Bilingual is a plus

Responsibilities

• Create, review, and close out work orders in Service Titan.
• Verify job details (customer information, equipment, warranty, maintenance agreements).
• Ensure accurate coding for labor, parts, and warranties.
• Collect and enter purchase orders or authorization numbers when required.
• Apply for and track permits for HVAC installations, replacements, and service jobs.
• Communicate with municipalities to ensure timely permit approvals and inspections.
• Maintain organized records of permit status, expirations, and follow-up requirements.
• Assign and dispatch service technicians based on skill set, availability, and location.
• Monitor technician workloads and adjust schedules to maximize efficiency.
• Track work orders in Service Titan (or equivalent CRM/dispatch software).
• Maintain a daily/weekly service calendar.
• Answer inbound service calls, emails, and portal requests from customers.
• Schedule service appointments, providing accurate arrival windows.
• Communicate with customers regarding delays, reschedules, and service updates.
• Handle customer concerns promptly and elevate issues to the Service Manager as needed.
• Register warranties for new installations with manufacturers.
• Ensure warranty documentation is complete, accurate, and provided to customers.
• Track expiration dates and warranty terms for future service coordination.
• Create, renew, and track residential or light commercial maintenance agreements.
• Follow up with customers about expiring or lapsed agreements.
• Coordinate with technicians and customers to schedule maintenance visits.
• Assist with timecard verification and approval for assigned service technicians.
• Maintain records of service agreements, preventative maintenance schedules, and recurring visits.
• Generate daily, weekly, or monthly service performance reports.
• Support billing and collections by ensuring all documentation is complete and timely.
• Provide technicians with job details, directions, and special instructions.
• Track technician progress and support them with parts ordering, job notes, or customer communications.
• Coordinate with warehouse and parts team to ensure required materials are available.
• Facilitate communication between the service team and management.
• Strong proficiency in QuickBooks Online required
• Must have at least one year Service Titan Experience
• 2+ years’ experience in HVAC, plumbing, electrical, or a service-based industry.
• Strong administrative, scheduling, and customer service skills.
• Familiarity with permit processes and local municipality requirements (preferred).
• Experience with service software and/or CRM tools.
• Attention to detail and ability to manage multiple priorities.
• Professional communication skills—both written and verbal.
• Bilingual is a plus

Skills

Customer service

Scheduling

Communication

Tools

QuickBooks Online

Service Titan

Job description

CM Copperhead LLC in Cranbury Township, NJ seeks an HVAC Service Coordinator to act as primary contact between customers, technicians, and management. You will schedule, dispatch, and coordinate service calls, ensuring timely communication and accurate work orders.

The role emphasizes proficiency with QuickBooks Online and Service Titan, plus 2+ years in HVAC or a service-based industry. Join a collaborative team focused on customer satisfaction and efficiency.