Service Coordinator

Premier Mechanical Inc; Addison (IL); On-site; USD 50,000 - 68,000; Full time

Job summary

Premier Mechanical Inc. is seeking an experienced Service Coordinator to manage the full lifecycle of HVAC service work, including quoting, dispatch, billing, and collections. The role requires a solution-driven self-starter who thrives under pressure and takes ownership without constant oversight.

You will handle service quotes, technician dispatch, customer communications, and billing. Success depends on strong coordination, high attention to detail, and decisive judgment in fast-moving

Qualifications

• HVAC service or coordination experience preferred.
• Solution-driven mindset with ability to work independently.
• Thrive in a fast-paced, high-pressure environment.
• Excellent organizational skills with multiple priorities.
• Strong written and verbal communication.
• Willingness to leverage AI/automation to improve workflows.
• Reliable attendance and professional integrity.

Responsibilities

• Field operations and resource coordination to plan and schedule service work.
• Dispatch technicians for service calls, maintenance, and installs.
• Maintain schedules and communicate changes promptly.
• Coordinate work from start to finish with stakeholders.
• Handle invoicing, cost reconciliation, and AR activities.
• Generate quotes from technician notes and service data.
• Support project managers and account managers with service needs.

Skills

Coordination skills

Attention to detail

Independent work

Decision making

Written communication

Verbal communication

Ownership mindset

Technology willingness (AI/automation)

Tools

AI tools

Job description

PositionOverview

AsaServiceCoordinator,youarethecornerstoneoftheServiceDepartment—responsibleformanagingthefulllifecycleofservicework:frominitialinquirytoquoting,dispatch,billing,andcollections.Thisrolerequiresasolution-drivenself-starterwhothrivesunderpressure,worksindependently,andtakesownershipwithoutconstantoversight.

You'llmanageservicequotes,dispatching,customercommunications,andbilling.Successinthisrolerequiresstrongcoordinationskills,highattentiontodetail,andthejudgmenttoactdecisivelyinfast-movingsituations.

PrincipalResponsibilities

FieldOperations&ResourceCoordination

• CollaboratewiththeServiceManagertoplanandscheduleallservicework,includingrequestsinitiatedbytheConstructionDepartment.
• Dispatchtechniciansforservicecalls,preventivemaintenance,repairs,andconstructionassists;strategicallyassigningbasedonskillset,jobrequirements,andopportunitiesfortraininganddevelopment.
• Maintainownershipofassignedschedulesandcommunicatechangespromptly.
• Coordinateassignedworkfrominitiationthroughcompletionwhilemaintainingclearcommunicationwithallstakeholders.
• Adjustdailyschedulesbasedontechnicianavailabilityandjobchanges.
• Procurepartsandmaterials,coordinatejobsitetools,cranes,lifts,andshoptruckdispatch.
• ScheduleandmanagesubcontractorsforHVAC-relatedrepairsandinstallations.

Invoicing,CostReconciliation&AccountsReceivable

• Reviewtechniciannotesandsupportingdocumentationtogenerateaccurateanddetailedinvoices.
• Reconcilejobcosts(labor,materials,rentals,subcontractors)beforebilling.
• Generatetimelyinvoicesandsupportaccountsreceivableactivitiesasassigned.
• Reviewaccountsreceivableagingreports,documentcustomercommunications,andescalatesignificantconcernsasnecessary.
• Identifydiscrepanciespromptlyandworktowardtimelyresolution.

Quoting&Estimating

• Analyzetechniciannotesandservicedatatoproduceaccurate,detailedquotes.
• Identifypatternsandensurequotesreflectthefullscopeofworkandcustomerneeds.
• Verifythatpricingandsupportingdocumentationarecompleteandaccuratebeforeworkproceeds.

Administrative&StakeholderSupport

• Coordinatewithprojectmanagers,accountmanagers,andinternalteamstosupportserviceworkandensurecustomersatisfactionthroughclear,professionalcommunication.
• Maintainaccuratecustomerrecords,siteinformation,servicehistories,andsupportingdocumentation.
• Maintainaccurateandtimelyinformationwithincompanysystems,logs,trackers,andotherdesignatedsystemsofrecord.
• Managetaxexemptioncertificatesandcoordinateinsurancedocumentation.
• Promoteasafeandcompliantworkenvironment.
• Identifyopportunitiesforcontinuousimprovementandassistindevelopingnewprocessesandprocedureswhennecessary.

WorkEthic&CultureFit

Wevaluepeoplewho:

• Takeownershipoftheirworkandmaintainhighstandardsofqualityandaccountability.
• Exercisesoundjudgmentandcommunicateprofessionally.
• Usetoolssuchasartificialintelligenceandautomationtoimproveefficiencyandaccuracy.
• Demonstrateinitiativeratherthanwaitingfordirection.
• Understandthattheabsenceofanestablishedprocessdoesnotpreventprogressandarewillingtodevelopsolutionswhenneeded.
• Escalateconcernspromptlyratherthanallowingproblemstoremainunresolved.
• Adaptquicklytochangingprioritiesandoperationaldemands.
• Handlefeedbackprofessionallyandimplementchangeswhennecessary.
• Showup,followthrough,andgotheextramilewhenneeded.
• Understandthatoperationssucceedthroughteamwork,communication,andaccountabilityratherthantitles.

AdditionalResponsibilities

Theresponsibilitiesoutlinedabovedescribethegeneralnatureandscopeofthepositionandarenotintendedtobeanexhaustivelistofdutiesandresponsibilities.

Operationalneedsevolvecontinually,andemployeesmaybeassignedadditionalresponsibilitiesasbusinessneedsrequire.

Requirements

• PreviousHVACserviceorcoordinationexperiencestronglypreferred
• Asolution-orientedmindsetandabilitytoworkindependently
• Provenabilitytothriveinafast-paced,high-pressureenvironment
• Exceptionalorganizationalskillswiththeabilitytomanagecompetingpriorities
• Excellentjudgmentanddiscretionwhenhandlingsensitiveortime-criticalissues
• Areliable,responsive,andpositiveworkethicwithhighstandardsforqualityandintegrity
• Meticulousattentiontodetail,especiallyinquoting,invoicing,anddocumentation
• Theabilitytoreceiveandimplementfeedbackwithouttakingitpersonally
• Strongwrittenandverbalcommunicationskills
• ComfortwithtechnologyandawillingnesstoleveragetoolslikeAItoimproveworkflows
• Consistentandreliableattendance

Equal employment opportunity, including veterans and individuals with disabilities.