Service Coordinator/QuickBooks Specialist

CM COASTAL SERVICES LLC; Ocean View (DE); On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with company matching

Paid time off

Life insurance

Health savings account (HSA)

Flexible spending account (FSA)

Employee assistance program

Professional development assistance

Tuition reimbursement

Job summary

CM Coastal Services LLC in Ocean View, Delaware, is seeking an experienced Service Coordinator / QuickBooks Specialist to support HVAC service operations. The role focuses on scheduling and dispatching technicians, managing work orders in ServiceTitan, and handling billing and administrative tasks with QuickBooks Online.

The ideal candidate has extensive QuickBooks Online experience, at least 1 year in ServiceTitan, and at least 2 years in HVAC or related trades, plus strong communication and

Qualifications

• Extensive hands-on QuickBooks Online experience.
• Minimum 1 year of ServiceTitan experience.
• Minimum 2 years of experience in HVAC, plumbing, electrical, or related service industry.

Responsibilities

• Schedule and dispatch HVAC service technicians based on availability and job requirements.
• Create, update, track, and close out work orders in ServiceTitan.
• Utilize QuickBooks Online for billing, invoicing, and financial recordkeeping; assist with A/P and A/R.
• Coordinate permits and warranty records; register and track documentation.
• Respond to customer inquiries; schedule appointments and communicate service updates; manage maintenance agreements.
• Support daily operations with accurate service records and reporting.

Skills

Scheduling

Dispatching

Customer service

Communication

Multitasking

Organizational skills

Tools

QuickBooks Online

ServiceTitan

Job description

Description

Location: Ocean View, DE

Pay: $25–$27 per hour + Benefits

QuickBooks Online and ServiceTitan Experience Required

Position Summary

We are seeking an experienced, organized, and detail-oriented Service Coordinator / QuickBooks Specialist to support our HVAC service operations in Ocean View, DE.

This position is responsible for scheduling and dispatching technicians, managing work orders, coordinating permits, assisting with billing and administrative tasks, and providing excellent customer service.

The ideal candidate has strong experience with QuickBooks Online and ServiceTitan, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Scheduling & Service Coordination

• Schedule and dispatch HVAC service technicians based on availability, location, and job requirements.
• Create, update, track, and close out work orders in ServiceTitan.
• Maintain daily service schedules and coordinate technician assignments.
• Communicate job details, scheduling changes, and service updates to technicians and customers.

QuickBooks Online & Administrative Support

• Utilize QuickBooks Online for billing, invoicing, payment processing, and financial recordkeeping.
• Assist with accounts payable, accounts receivable, and collections.
• Verify work orders, labor, materials, purchase orders, and billing documentation for accuracy.
• Assist with technician timecard verification and service reporting.
• Maintain accurate customer records and administrative documentation.

Permitting & Warranty Management

• Apply for and track permits for HVAC installations, replacements, and service work.
• Coordinate with municipalities regarding permit approvals and inspections.
• Register manufacturer warranties and maintain accurate warranty records.
• Track permit and warranty documentation to ensure timely completion.

Customer Service & Maintenance Agreements

• Respond to incoming calls, emails, and customer service requests.
• Schedule appointments and communicate service updates, delays, and changes.
• Address customer concerns and escalates issues when necessary.
• Create, renew, and track residential and light commercial maintenance agreements.
• Coordinate recurring maintenance visits and follow up on expiring agreements.

Team & Operational Support

• Assist technicians with job information, parts coordination, and customer communication.
• Work closely with service management, warehouse personnel, and field technicians.
• Maintain accurate service records and generate reports as needed.
• Support daily operations to ensure efficiency and customer satisfaction.

Requirements

• Extensive hands-on QuickBooks Online experience required.
• Minimum 1 year of ServiceTitan experience required.
• Minimum 2 years of experience in HVAC, plumbing, electrical, or a related service-based industry.
• Strong scheduling, dispatching, administrative, and customer service skills.
• Experience with invoicing, billing, payment processing, and recordkeeping.
• Excellent organizational skills with strong attention to detail.
• Ability to multitask and prioritize responsibilities in a fast-paced environment.
• Strong written and verbal communication skills.
• Familiarity with permitting processes and municipal requirements preferred.
• Knowledge of HVAC systems and terminology is a plus.
• Bilingual is a plus.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Frequent typing, mouse use, and prolonged screen viewing.
• Ability to lift up to 25 pounds as needed.

Compensation & Benefits

$25–$27 per hour, based on experience

• Medical, dental, and vision insurance
• 401(k) with company matching
• Paid time off
• Life insurance
• Health savings account (HSA)
• Flexible spending account (FSA)
• Employee assistance program
• Professional development assistance
• Tuition reimbursement