Service Coordinator - HVAC

CyberCoders; Addison (IL); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health/Vision/Dental Insurance

Short-term and Long-term Disability

401(k) with Profit-Sharing

PTO/Sick Leave

Holidays Off

Student Loan Rebate Opportunities

Continued Education Provided

Job summary

CyberCoders is seeking a detail-oriented Service Coordinator to support our HVAC service operations in Addison, IL. You will manage scheduling and dispatch of technicians, communicate with customers, and assist in cost tracking and invoicing to ensure service quality and profitability.

The role emphasizes accurate work orders, timely updates, and coordination with vendors while maintaining safety standards and efficient field operations. Strong organizational skills are essential.

Qualifications

• 3+ years' experience in HVAC service coordination, dispatch, or related role.
• Familiarity with HVAC systems, terminology, and common service needs.
• Proven experience with scheduling/dispatch software and work order management systems.
• Experience with cost tracking, job cost reconciliation, invoicing, and basic accounts receivable processes.
• Strong verbal and written communication skills and a customer-service-oriented approach.
• Excellent organizational and time-management skills, with the ability to prioritize competing demands.
• Proficiency with Microsoft Office (Excel, Outlook) and comfortable learning new software tools.

Responsibilities

• Schedule and dispatch HVAC service technicians based on priority, skill set, and geographic efficiency.
• Serve as primary contact for customers to confirm appointments, provide updates, and manage expectations.
• Create, review, and close work orders in the service management system; ensure accurate job details and documentation.
• Estimate and track job costs, prepare service job sheets, and assist in reconciliation of labor and material costs.
• Support accounts receivable by preparing invoices, following up on outstanding payments, and resolving billing discrepancies.
• Coordinate parts and material requests with warehouse or vendors to minimize technician downtime.
• Monitor technician progress, adjust schedules as needed, and elevate delays or issues to the Service Manager.
• Maintain accurate records of service activity, customer interactions, and financial transactions for reporting and audit purposes.
• Enforce safety and compliance protocols by ensuring technicians have required certifications and job-specific information prior to dispatch.
• Identify opportunities to improve scheduling efficiency, reduce costs, and enhance customer satisfaction.

Skills

HVAC service coordination

Scheduling & dispatch

Customer service

Time management

Tools

Scheduling software

Work order management systems

Microsoft Office (Excel/Outlook)

Job description

Service Coordinator - HVAC

Position Overview

We are seeking a detail-oriented Service Coordinator to support our HVAC service operations. The Service Coordinator will manage scheduling and dispatch of technicians, maintain clear communication with customers and technicians, and support financial processes such as cost tracking and reconciliation. The role ensures efficient field operations, accurate billing, and timely resolution of customer issues to uphold service quality and profitability.

Key Responsibilities

• Schedule and dispatch HVAC service technicians based on priority, skill set, and geographic efficiency.
• Serve as primary contact for customers to confirm appointments, provide updates, and manage expectations.
• Create, review, and close work orders in the service management system; ensure accurate job details and documentation.
• Estimate and track job costs, prepare service job sheets, and assist in reconciliation of labor and material costs.
• Support accounts receivable by preparing invoices, following up on outstanding payments, and resolving billing discrepancies.
• Coordinate parts and material requests with warehouse or vendors to minimize technician downtime.
• Monitor technician progress, adjust schedules as needed, and elevate delays or issues to the Service Manager.
• Maintain accurate records of service activity, customer interactions, and financial transactions for reporting and audit purposes.
• Enforce safety and compliance protocols by ensuring technicians have required certifications and job-specific information prior to dispatch.
• Identify opportunities to improve scheduling efficiency, reduce costs, and enhance customer satisfaction.

Qualifications

• 3+ years' experience in HVAC service coordination, dispatch, or related role; experience in a field service environment preferred.
• Familiarity with HVAC systems, terminology, and common service needs.
• Proven experience with scheduling/dispatch software and work order management systems.
• Experience with cost tracking, job cost reconciliation, invoicing, and basic accounts receivable processes.
• Strong verbal and written communication skills and a customer-service-oriented approach.
• Excellent organizational and time-management skills, with the ability to prioritize competing demands.
• Proficiency with Microsoft Office (Excel, Outlook) and comfortable learning new software tools.

Benefits

• Health/Vision/Dental Insurance
• Short-term and Long-term Disability
• 401(k) with Profit-Sharing
• PTO/Sick Leave
• Holidays Off
• Student Loan Rebate Opportunities
• Continued Education Provided