Service Scheduling Coordinator

Neighbors Heating and Cooling; Ames (IA); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Competitive pay: $20–$25/hour

Paid time off after 60 days

401(k) with company match after one yr

Paid holidays after 60 days

Uniforms provided

Consistent Monday–Friday schedule

1-hour lunch

Minimal overtime

Stable year-round employment

HVAC processes & software training

Supportive team

Job summary

Neighbors Heating & Cooling in Ames, IA is seeking a Service Scheduling Coordinator to manage the daily flow of our service department on a steady Monday–Friday schedule. You will learn HVAC basics and closely support technicians to keep jobs moving.

Ideal candidates are organized, dependable, and good with people, with strong communication and the ability to adapt when plans change. Training on our processes and software is provided.

Qualifications

• Must be organized, dependable, and good with people.
• No HVAC knowledge required at start; on‑the‑job training will be provided.
• Ability to manage schedules, communicate clearly, and anticipate needs.

Responsibilities

• Watch technician progress and adjust schedules as needed.
• Assign incoming service calls based on location, availability, and technician skill.
• Communicate schedule changes with technicians and keep customers informed.
• Look ahead at workload and capacity; schedule customers after parts arrival.
• Coordinate return trips and unfinished service work.

Skills

Scheduling

Communication

Organization

Customer service

Tools

Scheduling software

Job description

Neighbors Heating & Cooling | Ames, Iowa

Pay: $20–$25/hour
Schedule: Monday–Friday, 7:45 AM–5:00 PM

Looking for a stable Monday–Friday position where being organized, dependable, and good with people actually matters?

For approximately 40 years, Neighbors Heating & Cooling has served homeowners and businesses throughout Ames and Central Iowa. We're adding a Service Scheduling Coordinator to help manage the daily flow of our service department.

You don't need to know the difference between a furnace and an air conditioner on day one. We'll teach you the HVAC side of the job.

What we need is someone who can manage schedules, communicate clearly, think ahead, and stay calm when plans change.

What You'll Get

• $20–$25/hour, depending on experience
• Paid time off after 60 days
• 401(k) with company match after one year
• Paid Holiday's after 60 days
• Company-provided uniforms
• Consistent Monday–Friday schedule
• One-hour lunch
• Minimal overtime
• Stable, year-round employment
• Training on our HVAC processes and software
• Support from an experienced office and service team

What Your Day Looks Like

Our Service Technicians work throughout Central Iowa helping customers with heating and cooling problems. Your job is to make sure the right technician gets to the right customer at the right time.

Some days go exactly according to schedule.

Some don't.

A repair may take longer than expected. An emergency call may come in. A technician may finish early. A part may arrive that allows us to finish a customer\'s repair.

You'll help determine what happens next.

Throughout the day, you'll:

• Watch technician progress and adjust schedules as needed
• Assign incoming service calls based on location, availability, and technician skill
• Communicate schedule changes with technicians
• Keep customers informed about their appointments
• Look ahead at upcoming workload and available capacity
• Schedule customers once ordered parts arrive
• Coordinate return trips and unfinished service work
• Maintain efficient routing between calls
• Respond to overnight customer messages
• Create and maintain accurate service appointments
• Keep customer and equipment information up to date

There\'s More to the Job Than Dispatching

You'll also help keep important service department follow-up work moving.

This includes:

• Contacting customers about pending repair estimates
• Preparing and sending service estimates
• Following up on recommended work
• Coordinating residential maintenance memberships
• Scheduling commercial maintenance agreements
• Tracking maintenance scheduling and filter requirements
• Providing accurate maintenance billing information
• Assisting with membership renewals
• Sending statements and following up on past-due accounts
• Collecting prepaid service calls from new customers
• Maintaining customer service history and database information
• Keeping the technician on-call schedule current

You Might Be a Great Fit If...

You're someone who likes having a plan but can quickly make a new one when circumstances change.

You probably:

• Enjoy organizing schedules and solving logistical problems
• Can keep track of several things at once
• Communicate comfortably by phone, text, and email
• Notice details other people sometimes miss
• Follow through without needing repeated reminders
• Are comfortable making decisions
• Can stay professional when customers are frustrated
• Enjoy working as part of a team
• Are comfortable learning new computer programs
• Show up consistently and on time

Experience That Would Help

Previous experience in any of these areas would translate well:

• Logistics
• Transportation or delivery coordination
• Dispatching
• Field service scheduling
• Route planning
• Customer service
• Office administration
• Appointment scheduling

Previous HVAC experience is not required.

How We Measure Success

This isn\'t just about filling boxes on a calendar.

A strong Service Scheduling Coordinator helps us reduce technician downtime and unnecessary travel while improving the customer\'s experience.

We\'ll look at things like technician travel time, schedule efficiency, customer communication, timely estimate follow-up, accuracy of customer records, and how well pending work is kept moving.

A Little About Us

Neighbors Heating & Cooling has been part of the Ames community for approximately 40 years.

We\'re proud of the stability we\'ve built, but we\'re equally proud of our culture. Teamwork and having fun are important here. When the phones are busy or the weather creates a crazy service day, everyone pitches in to get through it together.

We\'re looking for someone who wants to become an important part of that team.

If you\'re dependable, organized, good with customers, and enjoy keeping a lot of moving pieces on track, we\'d like to hear from you.