Operations Coordinator

Stay Cool Climate Control; O’Fallon (MO); On-site; USD 42,000 - 56,000; Full time

Job summary

Stay Cool Climate Control in Missouri is seeking an organized Operations Coordinator to support daily operations, equipment coordination, inventory management, and field team readiness.

The role works closely with the General Manager and service/install teams to streamline processes, maintain warehouse organization, and ensure on-time job preparation, contributing to an excellent customer experience.

Qualifications

• Exceptional organizational skills and attention to detail.
• Strong communication and problem-solving abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience with HVAC equipment or warehouse operations preferred.
• Proficient with computer systems and inventory tracking.

Responsibilities

• Coordinate ordering of equipment, parts, and supplies for jobs.
• Track orders and ensure materials are ready for installations and service.
• Receive, organize, and stage equipment and parts for field teams.
• Maintain organized warehouse records and inventory counts.
• Support daily operations and improve efficiency for field crews.
• Communicate delays or shortages to leadership and teams.

Skills

Organized

Communication

Problem-solving

Multi-tasking

Tools

Inventory software

Job description

Stay Cool Climate Control is a fast-growing, locally owned HVAC company focused on delivering the best possible customer experience through quality workmanship, strong communication, and a commitment to doing things the right way.

As we continue to grow, we are looking for an organized and dependable Operations Coordinator to help strengthen our daily operations and support our service and installation teams.

Position Summary

The Operations Coordinator plays a key role in supporting the daily operations of Stay Cool Climate Control by ensuring equipment, materials, inventory, and job preparation are organized and ready for our field teams.

This position works closely with the General Manager and service/install teams to improve efficiency, maintain operational readiness, and keep daily processes running smoothly. The Operations Coordinator will take ownership of equipment coordination, inventory management, warehouse organization, and operational support tasks that allow our field teams to perform at their best.

The ideal candidate is organized, dependable, and enjoys creating systems that help a growing company operate more efficiently. This role is a key part of ensuring our technicians and installers have the equipment, materials, and support they need to provide an exceptional customer experience.

Key Responsibilities:

Equipment & Material Coordination

• Coordinate ordering of HVAC equipment, materials, and job-specific supplies
• Track equipment orders and ensure materials are available for upcoming installations and service needs
• Receive and organize incoming equipment, parts, and shipments
• Stage equipment and materials for scheduled jobs to ensure field teams are prepared
• Communicate equipment delays, shortages, or availability concerns to leadership
• Assist with maintaining organized equipment records and order tracking

Inventory & Warehouse Management

• Monitor inventory levels and maintain established minimum stock thresholds to prevent shortages and support daily operations
• Order and stock warehouse inventory, parts, and operational supplies as needed
• Maintain accurate organization of warehouse inventory, materials, and equipment locations
• Assist with inventory counts, labeling, organization, and process improvements
• Maintain a clean, organized, and efficient warehouse and storage area
• Help create and maintain systems that improve inventory accuracy and accessibility

Daily Operations Support

• Oversee morning load-up preparation to ensure technicians and installers have the correct equipment, materials, and supplies for the day
• Maintain a clean, organized, and efficient back lot and equipment staging area
• Ensure equipment and materials are properly staged and ready for upcoming jobs
• Stock office, warehouse, and day-to-day operational supplies
• Support daily processes that improve efficiency and reduce delays for field teams
• Talking to Customers on the phone and through chat & email.

Warranty & Parts Coordination

• Manage warranty part requests, tracking, and returns
• Coordinate replacement parts and follow up on outstanding warranty items
• Maintain organization of warranty-related materials and documentation
• Communicate warranty part status and needs with the appropriate teams
• All other duties as assigned

Qualifications & Skills

• Highly organized with strong attention to detail
• Strong follow-through and ability to manage multiple priorities
• Excellent communication and problem-solving skills
• Comfortable working in a fast-paced service environment
• Ability to identify issues and take ownership of solutions
• Experience with HVAC equipment, parts, inventory, construction, or warehouse operations preferred
• Comfortable using computer systems and inventory/order tracking tools

Physical Requirements:

• Ability to regularly lift, move, and carry HVAC equipment, parts, materials, and supplies
• Ability to safely lift items weighing up to 60lbs. with or without assistance
• Ability to work in warehouse, back lot, and equipment storage environments
• Ability to maneuver equipment and materials through tight spaces and around jobsite areas
• Ability to stand, walk, bend, kneel, climb, & perform physical tasks throughout the workday
• Ability to safely operate around tools, equipment, and moving materials
• Ability to maintain a clean and organized work environment while handling physical tasks

Position Expectations:

This role plays an important part in supporting our field teams and daily operations. The Operations Coordinator takes ownership of responsibilities and understands that completing the job successfully sometimes requires flexibility beyond a traditional schedule.

Because our technicians and installers rely on having the right equipment, materials, and support to complete their work, this position requires someone who is dependable, proactive, and committed to seeing tasks through to completion.

The right person for this role enjoys creating organization, solving problems, and finding ways to make the team more efficient. They take pride in being dependable, detail-oriented, and a valuable resource to the entire company.

Stay Cool Climate Control is an Equal Opportunity Employer committed to providing a workplace free from discrimination and harassment. Employment decisions are based on qualifications, merit, and business needs.