HVAC Coordinator

About the role

Building Management Partners (BMP) is a full-service facilities maintenance provider dedicated to helping building owners operate more efficiently and focus on what matters most. As part of the Paul Hemmer Company family, BMP brings over a century of building expertise to every partnership, delivering preventative maintenance, MEP services, and capital project solutions under one roof. Our approach is simple: provide a single-source solution that reduces vendor complexity, improves building performance, and keeps facilities running at their best. Our tagline, Your Partner in Building Maintenance, reflects our commitment to being a reliable, long-term partner for every client we serve. We take pride in our work, operate with accountability, and continuously look for ways to improve and grow.

Responsibilities

• Review and complete HVAC group billings in a timely and accurate manner.
• Review and approve vendor invoices.
• Establish, control, and track group inventory and operating costs.
• Aid in contract administration including PM agreements, lien waivers, and related documentation.
• Track and update customer work order platforms (e.g., NetFacilities).
• Review material costs and price lists to ensure profitability.
• Manage and resolve billing disputes.
• Provide timely updates to customer platforms to ensure accurate service reporting.
• Timely billing to drive operational income and customer satisfaction.
• Contract tracking and administration to ensure profitability and accurate HVAC services.
• Establishment and maintenance of group inventory and price lists.
• Maintain accurate and organized documentation for audits, customer reviews, and internal workflows.
• Collaborate with HVAC service technicians, managers, and dispatch to ensure proper documentation of work performed.
• Monitor pricing lists, contract terms, and pricing adjustments to support accurate billing.
• Communicate with customers as needed.

Qualifications

• Experience with HVAC, facilities maintenance, or a related industry.
• Strong understanding of industry procedures, pricing, labor requirements, and billing practices.
• High level of accuracy, organization, and attention to detail.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Strong communication and problem-solving skills.
• Experience with NetFacilities or similar customer maintenance platforms.
• Previous billing or contract administration experience in a service-based environment.
• High school diploma.