HVAC Service Coordinator & QuickBooks Pro

Harwich Port Heating and Cooling; Medford (MA); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

401(k) matching

Dental insurance

Employee assistance program

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid time off

Professional development assistance

Tuition reimbursement

Vision insurance

Job summary

Century Mechanical Holdings is seeking a Service Coordinator/QuickBooks Specialist to act as the primary contact between customers, field technicians, and management. Responsibilities include scheduling, dispatching, and coordinating service calls, ensuring timely communication and accurate work order processing.

The role requires extensive QuickBooks Online knowledge and 2+ years in HVAC or service industries, with strong administrative, scheduling, and customer service skills.

Responsibilities

• Create, review, and close out work orders in FieldEdge.
• Verify job details (customer information, equipment, warranties).
• 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 permit approvals and inspections.
• Maintain organized permit records including expirations and follow-up requirements.
• Assign and dispatch service technicians based on skill, availability, and location.
• Monitor technician workloads and adjust schedules for efficiency.
• Track work orders in FieldEdge or equivalent CRM/dispatch software.
• Maintain a daily/weekly service calendar.
• Answer inbound service calls, emails, and portal requests from customers.
• Schedule service appointments with accurate arrival windows.
• Communicate delays, reschedules, and service updates to customers.
• Handle customer concerns promptly and escalate when needed.
• Register warranties for new installations with manufacturers.
• Ensure warranty documentation is complete and provided to customers.
• Track warranty expiration dates and terms for future coordination.
• Create, renew, and track residential or light commercial maintenance agreements.
• Follow up on expiring or lapsed agreements.
• Coordinate with technicians and customers to schedule maintenance visits.
• Assist with timecard verification and approval for technicians.
• Maintain records of service agreements, preventive maintenance, and recurring visits.
• Generate daily, weekly, or monthly service performance reports.
• Support billing and collections with complete documentation.
• Provide technicians with job details, directions, and special instructions.
• Track technician progress and assist with parts ordering and customer communications.
• Coordinate with warehouse and parts team to ensure materials are available.
• Foster communication between service team and management.

Job description

Century Mechanical Holdings is seeking a Service Coordinator/QuickBooks Specialist to act as the primary contact between customers, field technicians, and management. Responsibilities include scheduling, dispatching, and coordinating service calls, ensuring timely communication and accurate work order processing.

The role requires extensive QuickBooks Online knowledge and 2+ years in HVAC or service industries, with strong administrative, scheduling, and customer service skills.