Service CoordinatorQuickBooks Specialist Dans

Century Mechanical Holdings; Medford (MA); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

401(k) matching

Dental insurance

Employee assistance program

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid time off

Professional development assistance

Tuition reimbursement

Vision insurance

Job summary

Century Mechanical Holdings in Medford, MA is seeking a Service Coordinator/QuickBooks Specialist to act as the primary liaison between customers, field technicians, and management. You will schedule, dispatch, and coordinate service calls, ensuring timely communication and accurate work order processing.

The role requires extensive QuickBooks Online knowledge and Service Titan experience, with 2+ years in HVAC or related service industries.

Qualifications

• Must have extensive QuickBooks Online knowledge.
• At least 1 year Service Titan experience.
• 2+ years in HVAC, plumbing, electrical, or a service-based industry.
• Strong administrative, scheduling, and customer service skills.
• Familiarity with permit processes and local municipality requirements.

Responsibilities

• Create, review, and close out work orders in Service Titan.
• Verify job details and ensure accurate coding for labor, parts, and warranties.
• Apply for and track permits for HVAC installations, replacements, and service jobs.
• Assign and dispatch service technicians based on skill set and location.
• Answer inbound service calls, emails, and portal requests; schedule appointments.
• Register warranties for new installations and track expiration dates.
• Create, renew, and track residential or light commercial maintenance agreements.
• Assist with timecard verification and generate service performance reports.

Skills

QuickBooks Online

Service Titan

HVAC knowledge

Administrative skills

Scheduling

Customer service

CRM tools

Permit processes

Bilingual

Tools

Service Titan

CRM software

Permitting software

Job description

Benefits:

401(k) matching

Competitive salary

Dental insurance

Health insurance

Opportunity for advancement

Paid time off

Training & development

Vision insurance

Service Coordinator/QuickBooks Specialist

$25-30ph + Benefits

MUST HAVE EXTENSIVE QUICKBOOKS ONLINE KNOWLEDGE

MUST HAVE SERVICE TITAN EXPERIENCE

Position Summary

The HVAC Service Coordinator serves as the primary point of contact between customers, field technicians, and management. This role is responsible for scheduling, dispatching, and coordinating service calls, ensuring timely communication, accurate work order processing, and efficient utilization of company resources. The Service Coordinator plays a key role in customer satisfaction, operational efficiency, and supporting the field service team.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

Work Order Management

Create, review, and close out work orders in Service Titan.

Verify job details (customer information, equipment, warranty, maintenance agreements).

Ensure accurate coding for labor, parts, and warranties.

Collect and enter purchase orders or authorization numbers when required.

Permitting:

Apply for and track permits for HVAC installations, replacements, and service jobs.

Communicate with municipalities to ensure timely permit approvals and inspections.

Maintain organized records of permit status, expirations, and follow-up requirements.

Scheduling & Dispatching

Assign and dispatch service technicians based on skill set, availability, and location.

Monitor technician workloads and adjust schedules to maximize efficiency.

Track work orders in Service Titan (or equivalent CRM/dispatch software).

Maintain a daily/weekly service calendar.

Customer & Client Service

Answer inbound service calls, emails, and portal requests from customers.

Schedule service appointments, providing accurate arrival windows.

Communicate with customers regarding delays, reschedules, and service updates.

Handle customer concerns promptly and elevate issues to the Service Manager as needed.

Warranty Registration:

Register warranties for new installations with manufacturers.

Ensure warranty documentation is complete, accurate, and provided to customers.

Track expiration dates and warranty terms for future service coordination.

Maintenance Agreements:

Create, renew, and track residential or light commercial maintenance agreements.

Follow up with customers about expiring or lapsed agreements.

Coordinate with technicians and customers to schedule maintenance visits.

Administrative & Reporting

Assist with timecard verification and approval for assigned service technicians.

Maintain records of service agreements, preventative maintenance schedules, and recurring visits.

Generate daily, weekly, or monthly service performance reports.

Support billing and collections by ensuring all documentation is complete and timely.

Team & Technician Support

Provide technicians with job details, directions, and special instructions.

Track technician progress and support them with parts ordering, job notes, or customer communications.

Coordinate with warehouse and parts team to ensure required materials are available.

Facilitate communication between the service team and management.

Requirements

Strong proficiency in QuickBooks Online required

Must have at least one year Service Titan Experience

2+ years' experience in HVAC, plumbing, electrical, or a service-based industry.

Strong administrative, scheduling, and customer service skills.

Familiarity with permit processes and local municipality requirements (preferred).

Experience with service software and/or CRM tools.

Attention to detail and ability to manage multiple priorities.

Professional communication skills- both written and verbal.

Bilingual is a plus

Key Competencies:

Organized and process-oriented

Strong multitasker and communicator

Problem-solver with a customer-first mindset

Comfortable with compliance and documentation

Team player who can work across departments

Ability to remain calm and professional in fast-paced situations.

Knowledge of HVAC systems and terminology is a plus.

Physical Demands and Work Environment:

Sit for prolonged periods of time.

Repetitive Movements i.e. typing and mouse use.

Prolonged screen viewing.

Lifting up to 25 pounds.

Benefits:

401(k) matching

Dental insurance

Employee assistance program

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid time off

Professional development assistance

Tuition reimbursement

Vision insurance

As part of our hiring process, Century Mechanical Holdings conducts professional reference checks and verifies employment history. Employment is contingent upon successful reference checks, including verification of employment history and professional references.