Install Coordinator

Apple Air - Heating, Cooling, Electric & Plumbing; Village of Farmingdale (NY); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

401(K) with Company Match Plan

Company-Paid Long-Term Disability &amp

Voluntary Short-Term Disability &

Paid Time Off

Job summary

Apple Air is seeking an Install Coordinator to manage residential HVAC installation projects from scheduling through completion. You will serve as the primary liaison among customers, installation teams, sales, warehouse, permitting, and accounting, ensuring a seamless experience.

The role emphasizes organization, attention to detail, and multitasking in a fast-paced environment, with a strong focus on customer satisfaction.

Qualifications

• 1–2+ years in administrative, coordinator, customer service, or operations support roles
• HVAC/home services or construction experience preferred
• Experience with ServiceTitan or similar field service management software preferred
• Strong organizational and communication skills
• Detail-oriented with scheduling accuracy
• Proficient in Microsoft Office (Outlook, Word, Excel)

Responsibilities

• Coordinate HVAC installation schedules with technicians, customers, and permits
• Review sold jobs, equipment selections, scopes of work, permits, financing, and materials
• Manage equipment ordering, special-order materials, deliveries, and job-site needs
• Serve as the main customer contact throughout installation to manage expectations
• Collaborate with sales, dispatch, warehouse, permitting, and accounting for smooth completion
• Maintain accurate job records in ServiceTitan and other systems

Skills

Administrative support

Coordination

Customer service

Communication

Scheduling

Cross-functional collaboration

ServiceTitan experience

Microsoft Office

Tools

ServiceTitan

Excel

Outlook

Word

Job description

Apple Air is seeking a highly organized and customer-focused Install Coordinator to support the successful execution of residential HVAC installation projects from scheduling through completion. The Install Coordinator is responsible for managing and overseeing residential HVAC installation projects from scheduling through final completion. This role serves as the primary liaison between customers, installation teams, sales, warehouse, permitting, and accounting departments to ensure a seamless and exceptional customer experience. The Install Coordinator coordinates schedules, reviews project details, manages equipment and material readiness, tracks job progress in ServiceTitan, supports permitting and financing processes, and ensures all documentation and project closeout requirements are completed accurately. The ideal candidate is highly organized, customer-focused, and capable of managing multiple priorities in a fast-paced environment while maintaining strong attention to detail and effective communication.

What You’ll Do

• Install Coordination: Coordinate HVAC installation schedules by aligning technician availability, customer preferences, permit requirements, and project timelines. Communicate appointment details and installation expectations to customers and installation teams.
• Project Review & Planning: Review sold jobs, equipment selections, scopes of work, permits, financing agreements, and required materials to ensure accuracy and readiness before installation.
• Material & Equipment Coordination: Manage equipment ordering, special-order materials, deliveries, and job-site requirements to support efficient project execution.
• Customer Experience Management: Serve as the primary point of contact throughout the installation process, providing timely updates, managing expectations, and ensuring an exceptional customer experience.
• Cross-Functional Collaboration: Partner with sales, dispatch, warehouse, permitting, accounting, and installation teams to facilitate seamless project completion and minimize delays.
• Job Tracking & Documentation: Maintain accurate job records, project statuses, technician notes, and customer information in ServiceTitan and other company systems. Track projects from initial scheduling through installation completion and closeout.
• Administrative Support & Compliance: Coordinate permits, inspections, rebates, warranties, financing documentation, and other required installation paperwork. Verify that all documentation is accurate, complete, and compliant with company standards.
• Problem Resolution: Proactively identify and resolve scheduling conflicts, equipment shortages, job-site challenges, installation issues, and customer concerns in a professional and timely manner.
• Job Closeout & Quality Assurance: Review completed projects for missing paperwork, signatures, photos, invoices, payments, and other closeout requirements to ensure accurate project completion.
• Payment & Financing Coordination: Collect customer payments, assist with financing and loan documentation, and ensure all required financial information is properly completed and processed.
• Additional Duties: Perform other administrative and operational responsibilities as assigned to support departmental goals and continued growth of the organization.

What You’ll Bring

• 1-2+ years of experience in an administrative, coordinator, customer service, or operations support role
• Previous experience in the HVAC, home services, construction, or skilled trades industry (preferred)
• Experience with ServiceTitan or similar field service management software (preferred)
• Strong organizational skills with the ability to manage multiple tasks and competing priorities
• Excellent verbal and written communication skills
• Strong customer service skills with a professional and solution-oriented approach
• Ability to work effectively with cross-functional teams and build positive working relationships
• Detail-oriented with a high level of accuracy in scheduling, documentation, and data entry
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel
• Ability to work independently, prioritize responsibilities, and adapt in a fast-paced environment
• Experience handling customer payments, financing paperwork, or administrative documentation is a plus

What We Offer

• Medical, Dental, and Vision Insurance: Affordable, comprehensive coverage
• 401(K) with Company Match Plan for your future with confidence
• Company-Paid Long-Term Disability & Life Insurance: Security and peace of mind
• Voluntary Short-Term Disability & Life Insurance: Additional protection tailored to your needs
• Paid Time Off: Vacation, holidays, and sick time to support work-life balance

Apple Air may conduct a preemployment background check and drug test, subject to applicable law.

Apple Air is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

USD $50,000.00/Yr.

USD $70,000.00/Yr.