Quality Control Coordinator – HVAC

MSS Solutions, LLC; Charlotte (NC); On-site; USD 52,000 - 68,000; Full time

Job summary

MSS Solutions, LLC seeks a Quality Control Coordinator for HVAC to ensure accurate inspection documentation and regulatory compliance. You will review forms, verify fields and signatures, and coordinate corrections with field staff and service managers.

Responsibilities include maintaining electronic records, enforcing naming conventions, and delivering documentation to customers or portals. Excellent attention to detail and collaboration across departments are essential.

Qualifications

• Associate degree or equivalent work experience preferred.
• 3–5 years of administrative, service coordination, quality assurance, or documentation experience.
• Knowledge and understanding in HVAC, fire protection, security, construction, or related industries preferred.
• Strong written and verbal communication skills.
• Exceptional attention to detail.
• Strong organizational and time management skills.
• Ability to identify discrepancies and resolve issues efficiently.
• Ability to work independently while collaborating across departments.
• Must successfully pass a background check & drug test.

Responsibilities

• Review inspection forms for accuracy, completeness and compliance with company standards.
• Verify all required fields, test results, deficiencies, signatures, dates and documentation are present.
• Ensure documentation complies with customer contract requirements and regulatory standards.
• Identify missing or inconsistent information and coordinate corrections with technicians, coordinators or service managers.
• Perform final quality review before documentation is delivered to customers or attached to invoices.
• Track status of outstanding inspection forms and follow up for timely completion.
• Maintain organized electronic records and proper document naming conventions.
• Ensure documentation is uploaded to customer portals or delivered via required method.
• Monitor documentation turnaround times and report aging items.
• Identify trends in documentation errors and recurring quality issues.
• Recommend improvements to forms, workflows and documentation processes.
• Assist with testing and implementation of new electronic forms and software enhancements.
• Develop and maintain SOPs related to documentation quality.
• Collaborate with technicians, dispatch, service coordinators, account managers and leadership to resolve issues.
• Provide guidance on documentation standards and company expectations.
• Assist with onboarding and training employees on inspection forms.

Skills

Attention to detail

Organizational skills

Time management

Communication skills

Analytical thinking

Prioritization

Independent but collaborative

Customer-focused mindset

Ability to resolve discrepancies

Education

Associate degree or equivalent

Tools

Microsoft Excel

Outlook

Document management systems

Vista/Viewpoint ERP

Job description

Quality Control Coordinator - HVAC

Role and Responsibilities

• Review completed inspection forms for accuracy, completeness, and compliance with company standards.
• Verify all required fields, test results, deficiencies, signatures, dates, and supporting documentation are present.
• Ensure documentation complies with customer contract requirements and applicable regulatory standards.
• Identify missing or inconsistent information and coordinate corrections with technicians, coordinators, or service managers.
• Perform final quality review before documentation is delivered to customers or attached to invoices.
• Track the status of outstanding inspection forms and follow up to ensure timely completion.
• Maintain organized electronic records of completed documentation.
• Verify proper document naming conventions and filing procedures.
• Ensure documentation is uploaded to customer portals or delivered through the required method.
• Monitor documentation turnaround times and report aging items.
• Identify trends in documentation errors and recurring quality issues.
• Recommend improvements to forms, workflows, and documentation processes.
• Assist with testing and implementation of new electronic forms and software enhancements.
• Develop and maintain Standard Operating Procedures (SOPs) related to documentation quality.
• Work closely with technicians, dispatch, service coordinators, account managers, and leadership to resolve documentation issues.
• Provide guidance on documentation standards and company expectations.
• Assist with onboarding and training employees in proper completion of inspection forms.
• Serve as a resource for documentation questions and quality standards.
• Prepare quality metrics and reports, including:
  • Documentation error trends
  • Outstanding documentation aging
  • Customer documentation compliance
  • Technician quality performance
• Present findings and recommendations to management.

Qualifications and Requirements

• Associate degree or equivalent work experience preferred.
• 3–5 years of administrative, service coordination, quality assurance, or documentation experience.
• Knowledge and understanding in service operations, HVAC, fire protection, security, construction, or related industries preferred.
• Strong knowledge of Microsoft Excel, Outlook, and document management systems.
• Experience with ERP or field service software (such as Vista/Viewpoint) is preferred, not required.
• Exceptional attention to detail.
• Strong organizational and time management skills.
• Ability to identify discrepancies and resolve issues efficiently.
• Excellent written and verbal communication skills.
• Strong analytical and problem‑solving abilities.
• Ability to prioritize multiple projects while meeting deadlines.
• Customer‑focused mindset with a commitment to quality.
• Ability to work independently while collaborating across departments.
• Physical Demands: Constant sitting, walking short distances, bending, stooping, twisting, reaching above and/or below shoulder, handling/grasping documents or office equipment, clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately in‑person and/or on the telephone, vision sufficient to read source materials and computer screen data, repetitive motions for computer equipment use, lift 25 lbs. occasionally, 5‑10 lbs frequently to lift/carry/move objects, files and documents.
• Must successfully pass a background check & drug test.

Work Environment

Work is performed in an open office environment with conditioned air and bright lights.

At MSS, we value our employees by providing a supportive culture with competitive compensation and a benefits package that continues to evolve based on our business’ growth and our employees' needs. Currently, our benefits include:

• MSS Solutions, LLC is an equal opportunity employer and a drug‑free environment.
• All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.