Service Coordinator - HVAC

Texas Chiller Systems; Austin (TX); On-site; USD 42,000 - 65,000; Full time

Job summary

Texas Chiller Systems is seeking a Commercial HVAC Service Dispatcher to connect customers, technicians, and internal teams. You will ensure service calls run smoothly, maintain customer satisfaction, and support a continuous service workflow.

The role requires coordinating across HVAC, plumbing, and refrigeration trades, prioritizing urgent service and emergencies, and maintaining accurate service data. A fast-paced, customer-first environment offers growth and stability.

Qualifications

• Strong scheduling and coordination across multiple service lines.
• Ability to manage high call volume and prioritize emergency vs routine work.
• Effective communication between field technicians, customers, and internal teams.
• Problem-solving and decision-making skills.
• Attention to detail in documentation and data entry.
• Time management and prioritization.
• Customer relationship management.

Responsibilities

• Coordinates and dispatches service technicians for HVAC, chiller, plumbing, and refrigeration service calls, preventive maintenance, and emergency requests while maximizing route efficiency and technician productivity.
• Serves as the primary point of contact for customers by receiving service requests, identifying service needs, and ensuring timely communication and follow-up.
• Prioritizes and schedules work based on urgency, system criticality, contractual obligations, and operational needs.
• Maintains clear communication with technicians regarding job scope, site conditions, required materials, and customer expectations across all service lines.
• Monitors job progress and proactively addresses scheduling conflicts, delays, emergencies, and customer concerns.
• Coordinates emergency response for critical failures including chiller outages, refrigeration loss, and plumbing leaks or system failures.
• Updates and manages service tickets, work orders, and system data to ensure accuracy, billing readiness, and operational visibility.
• Partners with service managers across HVAC, plumbing, and refrigeration departments to align workload distribution and technician utilization.
• Builds strong customer relationships by demonstrating professionalism, urgency, and a commitment to service excellence.
• Supports after-hours or on-call scheduling rotation as needed to ensure continuous service coverage.
• Maintains organized records of customer interactions, service history, and technician notes.

Skills

Scheduling coordination

High call volume management

Communication skills

Problem solving

Attention to detail

Time management

CRM proficiency

Education

High school diploma or GED

Tools

COINS

Job description

At Texas Chiller Systems, we take pride in serving our customers with excellence and supporting our employees with the same care and attention. Headquartered in San Antonio, we were built on a foundation of strong values that guide how we work, lead, and serve, always putting people first and striving to exceed expectations for our team and our customers in every interaction.

As a Commercial HVAC Service Dispatcher, you’ll be the hub that connects customers, technicians, and internal teams. You’ll ensure every service call runs smoothly, every customer feels taken care of, and our operations stay humming. In this role, you’ll build relationships that matter while helping our team deliver exceptional results every day.

Duties/Responsibilities:

• Coordinates and dispatches service technicians for HVAC, chiller, plumbing, and refrigeration service calls, preventive maintenance, and emergency requests while maximizing route efficiency and technician productivity.
• Serves as the primary point of contact for customers by receiving service requests, accurately identifying service needs (cooling, mechanical, plumbing, or refrigeration), and ensuring timely communication and follow-up.
• Prioritizes and schedules work based on urgency, system criticality (e.g., process cooling, leaks, refrigeration failures), contractual obligations, and operational needs.
• Maintains clear communication with technicians regarding job scope, site conditions, required materials, and customer expectations across all service lines.
• Monitors job progress throughout the day and proactively addresses scheduling conflicts, delays, emergency calls, and customer concerns.
• Coordinates emergency response for critical failures including chiller outages, refrigeration loss, and plumbing leaks or system failures.
• Updates and manages service tickets, work orders, and system data (COINS or equivalent system) to ensure accuracy, billing readiness, and operational visibility.
• Partners with service managers across HVAC, plumbing, and refrigeration departments to align on workload distribution and technician utilization.
• Builds strong customer relationships by demonstrating professionalism, urgency, and a commitment to service excellence.
• Supports after-hours or on-call scheduling rotation as needed to ensure continuous service coverage.
• Maintains organized records of customer interactions, service history, and technician notes.

Required Skills:

• Strong scheduling and coordination across multiple service lines
• Ability to manage high call volume and prioritize emergency vs routine work
• Effective communication between field technicians, customers, and internal teams
• Problem-solving and decision‑making skills
• Attention to detail in documentation and data entry
• Time management and prioritization
• Customer relationship management

Preferred Skills:

Basic understanding of:

• HVAC systems and chillers
• Experience dispatching union technicians or working in a union environment
• Experience supporting billing processes, invoicing, or job closeout
• Knowledge of San Antonio and surrounding service areas
• Experience supporting emergency and after-hours service operations

Qualifications:

• High school diploma or GED preferred
• 2+ years of dispatching, scheduling, or customer service experience (mechanical, HVAC, plumbing, or refrigeration industry preferred)
• Experience working in a fast-paced service environment with multiple trades
• Familiarity with dispatching or ERP systems (COINS or similar preferred)
• Strong organizational and multitasking skills
• Professional communication skills (verbal and written)
• Ability to remain composed under pressure and manage competing priorities
• Demonstrates strong business ethics and customer-first mindset

Why Work With Us?
Join a team where your work matters. We offer growth opportunities, a supportive environment, and a competitive pay and benefits package designed to take care of you and your future.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. These statements are not to be translated as an exhaustive list of all responsibilities, duties, and skills required of personnel in this position. All team members may be required to perform duties outside of their normal responsibilities from time to time as needed.

Texas Chiller Systems is an equal opportunity employer that is committed to providing all employees with a work environment free of discrimination and harassment. We celebrate diversity and welcome applicants from every background and life experience.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Texas Chiller Systems ’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A \"disabled veteran\" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service‑connected disability.

A \"recently separated veteran\" means any veteran during the three‑year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An \"active duty wartime or campaign badge veteran\" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An \"Armed forces service medal veteran\" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.