HVAC Service & Permit Coordinator (ServiceTitan)

Century Mechanical Holdings; Harwich Port (MA); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

401(k) matching

Health insurance

Dental insurance

Vision insurance

Paid time off

Training & development

Life insurance

Health savings account (HSA)

Flexible spending account (FSA)

Employee assistance program

Tuition reimbursement

Job summary

Century Mechanical Holdings in Harwich Port, MA is seeking an organized HVAC Service and Permit Coordinator to join our team. You will coordinate technician schedules, manage work orders in ServiceTitan, handle customer communications, and oversee permitting and warranty administration.

The role requires 2+ years in HVAC or related fields, strong administrative and multitasking abilities, and excellent communication. Compensation is hourly with benefits and opportunities for advancement.

Qualifications

• 2+ years of experience in HVAC, plumbing, electrical, or a related service-based industry.
• Experience with ServiceTitan required.
• Strong scheduling, dispatching, and administrative experience.
• Excellent customer service and communication skills.
• Ability to multitask, prioritize responsibilities, and work in a fast-paced environment.

Responsibilities

• Schedule and dispatch HVAC service technicians based on availability, location, and skill set.
• Manage daily and weekly service calendars to maximize efficiency.
• Monitor technician progress and adjust schedules as needed.
• Coordinate service appointments, maintenance visits, and follow-up calls.
• Create, manage, and close out work orders in ServiceTitan.
• Verify customer information, equipment details, labor, parts, and warranty information.
• Ensure accurate job documentation, purchase orders, and service records.
• Support billing and collections by ensuring timely and accurate work order completion.
• Serve as the primary point of contact for customers, technicians, and management.
• Handle incoming calls, emails, and service requests.
• Communicate appointment confirmations, scheduling changes, and service updates.
• Resolve customer concerns professionally and escalate issues when necessary.
• Apply for and track HVAC installation, replacement, and service permits.
• Coordinate with local municipalities regarding permit approvals, inspections, and required documentation.
• Maintain accurate permit records, track expiration dates, and follow up on outstanding approvals.
• Register manufacturer warranties and maintain accurate documentation.
• Track warranty information, expiration dates, and required follow-ups.
• Create, renew, and manage residential and light commercial maintenance agreements.
• Schedule preventative maintenance visits and follow up on expiring agreements.
• Assist with technician timecards, service reports, and administrative documentation.
• Coordinate with technicians and warehouse personnel regarding parts and materials.
• Maintain accurate records and support daily service operations.

Skills

Scheduling

Dispatching

Customer service

Administrative skills

Communication

ServiceTitan

Multitasking

Tools

ServiceTitan

Job description

Century Mechanical Holdings in Harwich Port, MA is seeking an organized HVAC Service and Permit Coordinator to join our team. You will coordinate technician schedules, manage work orders in ServiceTitan, handle customer communications, and oversee permitting and warranty administration.

The role requires 2+ years in HVAC or related fields, strong administrative and multitasking abilities, and excellent communication. Compensation is hourly with benefits and opportunities for advancement.