Service Coordinator

Hoffman-; Greensboro (NC); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

ESOP

401(k) options

Medical, dental, vision, life ins.

PTO

Job summary

Hoffman Mechanical Solutions in Greensboro, NC seeks a Service Coordinator to deliver customer service and high‑level administrative support for the Administrative Services Manager and HVAC technicians.

Responsibilities include dispatching service calls, scheduling, arranging travel, and assisting with light bookkeeping while collaborating with internal teams to ensure smooth operations.

Qualifications

• Postsecondary degree preferred.
• 3–5 years of related work experience or dispatching.
• HVAC service experience preferred.
• Experience with service management or accounting systems a plus.

Responsibilities

• Provide customer service and high‑level admin support to managers and technicians.
• Take, schedule and dispatch service calls; log calls in Viewpoint system.
• Prepare reports, memos and correspondence.
• Arrange travel and meetings; maintain records.
• Assist with basic bookkeeping and support accounting team when needed.
• Coordinate office services and vendor interactions.

Skills

Customer service

Administrative support

Scheduling

Dispatching

Office coordination

Education

Postsecondary degree preferred

Tools

Viewpoint system

Microsoft Office

Excel

Job description

Job Title: Service Coordinator
FLSA Status: Full Time, Non-Exempt, eligible for overtime
Reports to: Service Coordinator
Area Manager: Dispatch Services

Position Purpose

The Service Coordinator will provide customer service and high-level administrative support for the Administrative Services Manager and HVAC service technicians. Responsibilities include taking and scheduling service calls, dispatching service technicians, purchasing materials, handling information requests, preparing correspondence, receiving visitors, arranging travel, scheduling training and meetings, and providing back‑up accounting support.

Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.

Hoffman Mechanical Solutions, a division of Hoffman & Hoffman, Inc., is a company focused on being the #1 HVAC solutions provider through superior design and customer service.

Essential Duties and Responsibilities

• Prepare reports, memos, letters, and other documents using word processing, spreadsheet, database or presentation software.
• Review, interpret and analyze Field Service Reports.
• Manage and maintain service schedules.
• Interact with both internal and external customers.
• Schedule service calls by gathering information from customers and logging calls in the Viewpoint system; follow up to determine call status.
• Assist with subcontractor pre‑approval process.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Perform general office duties such as ordering supplies and maintaining records management database systems.
• Open, sort and distribute incoming correspondence, including faxes and email.
• Make travel arrangements for technicians when needed.
• Prepare agendas and coordinate catering for luncheons for committees, boards and other meetings.
• Provide administrative support to service technicians.
• Coordinate and direct office services.
• Provide information for managerial reports, financial statements, strategic planning and decision‑making.
• Perform basic bookkeeping services (setting up new customers and vendors, processing timesheets, etc.).
• Support the accounting team and serve as back‑up for the Accounting Assistant when time allows.

Education and Experience

• Postsecondary degree preferred.
• 3–5 years of work experience in a related field or in dispatching.
• Mechanical service/HVAC industry experience preferred.
• Service management or accounting system experience a plus.

Job Expectations

• Arrive for work on time and begin work immediately.
• Communicate effectively and clearly verbally and written.
• Perform work accurately and thoroughly.
• Dependable and trustworthy.
• Organize and complete work within given deadlines, using available time efficiently.
• Build relationships and communicate with customers and co‑workers.
• Keep work area neat and organized.
• Prioritize work and time successfully.
• Complete mandatory work before scheduled time off, including mail and scheduling needs.
• Earn and maintain the confidence of customers, service technicians, sales engineers, other sales teams, co‑workers, and manufacturers.
• Display enthusiasm and a desire to get the job done promptly and accurately.
• Understand that interaction with service technicians and customers is critical.
• Be detail‑oriented and able to identify order inconsistencies, errors and omissions.

Benefits of Working at Hoffman Mechanical Solutions

We are 100% employee‑owned through an Employee Stock Ownership Plan (ESOP). This is a retirement benefit that is fully paid for by the company and is complemented by 401(k) options for employee contributions. Additionally, we offer medical, dental, vision, and life insurance and PTO.

Physical Demands

• Standing: Frequently
• Walking: Frequently
• Sitting: Frequently
• Handling/Fingering: Frequently
• Reaching Outward: Frequently
• Bending: Frequently
• Pushing/Pulling 12 lbs or less: Frequently
• Lifting/Carrying 10 lbs or less: Frequently
• Lifting/Carrying 11–20 lbs: Occasionally
• Reaching Above Shoulder: Occasionally
• Squatting/Kneeling: Occasionally

Reasonable Accommodations

The work environment is an open office building with a controlled atmosphere. Some work may require short periods in a non‑air‑conditioned environment. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Additional Information

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate.

This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions.