Service Coordinator (HVAC)

Larson Air Conditioning; Scottsdale (AZ); On-site; USD 48,000 - 72,000; Full time

Benefits offered by this job

Competitive pay

Medical, dental, and retirement plans

Professional development

Collaborative team environment

Job summary

Larson Air Conditioning in Scottsdale, AZ is seeking an HVAC Service Coordinator to join our organized team. You will manage schedules, communicate with customers and internal teams, and ensure world-class service through meticulous follow-up and CRM accuracy.

The role emphasizes multitasking, outstanding communication, and a detailed approach to appointments, dispatch, and service records, with opportunities for growth through professional development and a collaborative culture.

Qualifications

• High school diploma or equivalent; associate's degree or technical certification is a plus.
• Proven experience in project coordination or administrative roles, preferably within HVAC or construction.
• Strong organizational skills with the ability to manage multiple tasks and projects simultaneously.
• Excellent communication skills, both written and verbal, to interact with internal teams, clients and vendors.
• Proficient in scheduling and documentation tools (e.g., ServiceTitan, MS Excel, Word).
• Knowledge of HVAC systems and installation processes is advantageous but not required.
• Detail-oriented with a commitment to accuracy in maintaining records and service documentation.

Responsibilities

• Provide fast and friendly customer service.
• Answer inbound calls to schedule appointments and provide information.
• Make outbound calls to schedule appointments and provide information.
• Coordinate appointments and optimize scheduling in accordance with the Company's objectives.
• Monitor and reply to website contact forms, online service requests, and chat messaging.
• Monitor and reply to shared service department inbox.
• Be well-versed in the Company's CRM software and learn new releases quickly.
• Be highly proficient in the Company's appointment processes as it relates to various job types.
• Be relentless and thorough in the pursuit to provide a five-star experience.
• Monitor the dispatch board to identify availability and optimize capacity.
• Proactively communicate with customers regarding technician timeframes.
• Maintain accurate and up-to-date customer records in the Company's CRM.
• Perform happy calls.
• Deescalate and solve customer concerns.
• Sell memberships and schedule recurring appointments.
• Work with Service, Warehouse, and Install departments for shared goals.
• Other duties as assigned.

Education

High school diploma

Associate's degree or technical certification

Tools

ServiceTitan

Microsoft Excel

Microsoft Word

Job description

Position Overview:

We are seeking a highly organized and detail-oriented HVAC Service Coordinator to join our dynamic team. As an HVAC Service Coordinator, your primary responsibility will be to provide direct communication with both internal and external customers to facilitate a world-class experience. Your excellent communication skills, strong organizational abilities, and commitment to follow-up will play a crucial role in ensuring the successful completion of jobs and appointments while maintaining the highest standards of customer satisfaction.

Key Responsibilities:

• Provide fast and friendly customer service
• Answer inbound calls to schedule appointments and provide information
• Make outbound calls to customers to schedule appointments and provide information
• Coordinate appointments and optimize scheduling in accordance with the Company's objectives
• Monitor and reply to website contact forms, online service requests, and chat messaging
• Monitor and reply to shared service department inbox
• Be well-versed and highly proficient in the Company's CRM software
• Quickly learn and become highly proficient in new releases to CRM software
• Be highly proficient in the Company's appointment processes as it relates to various job types
• Be relentless and thorough in the pursuit to provide a five-star experience
• Monitor the dispatch board to identify availability and optimize capacity
• Proactively communicate with customers regarding technician timeframes
• Maintain accurate and up-to-date customer records in the Company's CRM
• Perform happy calls
• Deescalate and solve customer concerns
• Sell memberships and schedule recurring appointments
• Work in coordination with the Service, Warehouse, and Install departments for achieve common goals, objectives, and tasks
• Other duties as assigned

Qualifications and Requirements:

• High school diploma or equivalent; associate's degree or technical certification in a related field is a plus.
• Proven experience in project coordination or administrative roles, preferably within the HVAC or construction industry.
• Strong organizational skills with the ability to manage multiple tasks and projects simultaneously.
• Excellent communication skills, both written and verbal, to effectively interact with internal teams, clients, and vendors.
• Proficient in using project management tools and software for scheduling and documentation (e.g., ServiceTitan, Microsoft Excel and Word).
• Knowledge of HVAC systems and installation processes is advantageous but not required.
• Detail-oriented with a commitment to accuracy in maintaining records and service documentation.
• Problem-solving skills to address unexpected challenges and maintain service timelines.
• Ability to work well under pressure in a fast-paced environment and adapt to changing priorities.
• A customer-focused mindset with a dedication to delivering high-quality service.

Benefits:

• Competitive pay
• Comprehensive benefits package, including medical, dental, and retirement plans.
• Professional development opportunities to enhance skills and advance within the company.
• Positive and collaborative work environment with a supportive team.