Warehouse and Fleet Coordinator - HVAC

Climate Control Services; Saint Petersburg (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

Hale’s AC in St. Petersburg is seeking a dependable Warehouse & Fleet Coordinator to support our HVAC operations. The role is hands-on, responsible for keeping the warehouse, inventory, technician trucks, fleet, and warranty processes organized and running smoothly.

You will own parts stocking, vehicle maintenance, and warranty follow-up, ensuring proactive support. The successful candidate will be highly organized, able to lift up to 50 lbs, pass background checks, and drive company vehicles

Qualifications

• HVAC parts and systems knowledge preferred.
• Experience in warehouse, inventory, fleet or similar operations.
• Must be highly organized with attention to detail.
• Dependable, self-motivated and able to work independently.
• Strong communication and follow-through skills.

Responsibilities

• Maintain a clean, safe, and organized warehouse.
• Monitor inventory levels and stock parts and supplies.
• Place, coordinate, and receive inventory orders.
• Stage equipment for installations and service jobs.
• Complete monthly physical inventory counts and ensure records are accurate.
• Monitor technician truck inventory and replenish stock.
• Oversee vehicle maintenance, repairs, and fleet records.
• Maintain warranty parts orders, tracking, and reimbursements.
• Pick up and deliver HVAC equipment and materials for crews.
• Assist Operations Manager with other needs as they arise.

Skills

HVAC parts knowledge

Inventory management

Fleet coordination

Highly organized

Independent worker

Strong communication

Valid driver's license

Job description

About the Position

Hale’s AC is looking for a dependable, organized, and proactive Warehouse & Fleet Coordinator to support our growing HVAC operation in St. Petersburg.

This is a hands-on position responsible for keeping our warehouse, inventory, technician trucks, fleet, and warranty processes organized and running smoothly.

We are looking for someone who takes ownership of their responsibilities and stays ahead of what needs to be done. The right person should recognize when inventory is getting low, when a vehicle is due for service, when a warranty claim needs follow-up, or when a technician needs support without constantly needing to be reminded.

Key Responsibilities

Warehouse & Inventory

• Maintain a clean, safe, and highly organized warehouse.


• Monitor inventory levels and ensure necessary parts, materials, and supplies remain adequately stocked.


• Place, coordinate, and receive inventory orders as needed.


• Stage equipment and materials for upcoming installations and service jobs.


• Complete monthly physical inventory counts and ensure inventory records are accurate.


• Monitor technician truck inventory and ensure required stock is replenished.


• Maintain accountability for materials and equipment being removed from the warehouse.

Fleet Coordination

• Oversee the day-to-day condition and maintenance needs of company vehicles, and track oil changes, preventative maintenance, and other required vehicle services.


• Coordinate vehicle repairs and maintenance as needed.


• Monitor and report vehicle damage, mechanical concerns, or other fleet issues.


• Ensure company vans are cleaned out and organized when returned or reassigned.


• Maintain accurate fleet and vehicle records.


• Work with the Operations Manager to address additional fleet needs as they arise.

Warranty & Parts

• Place warranty parts orders and coordinate required returns.


• Track warranty parts, cores, and outstanding returns.


• Submit warranty reimbursement claims accurately and in a timely manner.


• Follow up on outstanding warranty claims and reimbursements.


• Coordinate with manufacturers, distributors, and supply houses as needed.

Field & Operations Support

• Pick up and deliver HVAC equipment, parts, and materials for service and installation crews.


• Make supply-house and vendor runs as needed.


• Deliver emergency parts or equipment to technicians in the field.


• Provide an additional set of hands to technicians and installers when needed.


• Assist the Operations Manager and office team with other operational needs as they arise.

Qualifications & Requirements

• HVAC parts and systems knowledge is strongly preferred.


• Previous HVAC, warehouse, inventory, parts, fleet, construction, or similar operational experience is preferred.


• Highly organized with strong attention to detail.


• Dependable, self-motivated, and able to work independently.


• Must be able to take initiative and stay ahead of responsibilities without constant direction.


• Strong communication and follow-through skills.


• Ability to manage multiple priorities in a fast-paced service environment.


• Comfortable using computers and learning inventory, fleet, and warranty systems.


• Ability to lift up to 50 lbs and perform a hands-on position that requires being on your feet throughout the workday.


• Valid driver's license and clean driving record are required.


• Must be able to pass a background check and drug screening.


• Must be comfortable driving company vehicles locally for parts, equipment, and field support.

What Success Looks Like in This Role

A successful Warehouse & Fleet Coordinator keeps the operation moving behind the scenes. Our warehouse is clean and organized, inventory counts are accurate, technicians have the parts and truck stock they need, installation equipment is ready when required, company vehicles receive maintenance on time, and warranty claims and returns do not fall through the cracks.

We are looking for someone who sees these areas as their responsibility to own, not simply a list of tasks to complete when asked.