HVAC/R Service Coordinator

CoolSys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management. With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions. Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization, as well as engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi-site rollouts across states. CoolSys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals.

About the role

The Coordinator, Service provides coordination support for Service Managers regarding business execution. This dynamic position includes facilities maintenance, dispatch, purchasing, PM tracking, inventory, fleet, training, safety, and technician interface for any general administrative support.

Responsibilities

• Establish a solid rapport with the Service Managers and Technicians within assigned branch to ensure efficient communication.
• Work closely with area manager to support all facility safety and requirements.
• Provide coordination with dispatch regarding technician scheduling: advising dispatch that parts have arrived, supporting scheduling and prioritizing follow-ups, and providing ETA on parts to required departments.
• Coordinate with purchasing department to ensure correct parts are ordered, monitor and approve tool purchases, and hold purchasing team accountable to close all purchase orders consistently.
• Serve as liaison between purchasing and vendors to process all returns in a timely fashion and document returns to maintain cost visibility.
• Assist Preventative Maintenance management team to schedule and complete preventative maintenance using pre-selected field resources within the branch.
• Verify and confirm all parts obtained and current location notes are readily available to field technicians prior to dispatching service.
• Work with area managers and operations manager on inventory needs: coordinate physical inventory, refrigerant management, monitor and minimize truck stock, manage replenishment orders, and track obsolete and excess inventories.
• Work with local vendors on selling unneeded inventory.
• Coordinate and support bid process, assist with bid approval and submittal, and order cranes or subcontractors as needed.
• Serve as field technician interface for general administrative issues: work with PM group to ensure schedules are met, assist with tool approval, coordinate on missing forms or timecard issues, and assist service manager on call schedules.
• On-board new technicians, track safety progress, and ensure PPE tracking.
• Coordinate required vehicle testing and training at hire and annually, and schedule technicians to attend annual training.
• Create and maintain departmental website and databases.
• Perform work with awareness of process improvement and notify Operations Leaders of potential or existing issues.
• Embody the CoolSys CARES culture (Collaboration, Accountability, Respect, Empowerment, Safety).
• Perform all other duties as assigned.

Requirements

• High school diploma or GED.
• 2-3 years of work experience.
• Excellent customer service skills with both internal and external customers.
• Ability to communicate effectively, both verbally and in writing.
• Proficiency with Microsoft Office products such as Word and Excel.
• Detail-oriented with ability to work independently and in a team-oriented environment.
• Proficient typing skills to properly document and update systems.
• Ability to understand and follow all company policies and procedures, as well as applicable State and Federal laws.
• Ability to use typical business tools including email, Word, and Excel.

Skills

The physical demands and work environment described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to stand, sit, walk, talk, hear, and use hands and fingers to operate office equipment.
• Occasionally required to reach, stoop, and kneel.
• Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision and color vision.

This job operates in a clean, well-lit, and climate-controlled professional office environment with minimal physical hazards and noise. Routine use of standard office equipment such as computers, phones, and printers is required.

Benefits

• Medical, Dental, Vision, and Prescription coverage.
• Paid vacation, holidays, and floating holiday.
• 401(K) with Company match.
• Company-sponsored life insurance, as well as optional AD&D, short- and long-term disability.
• Tuition reimbursement.
• Employee discounts on vehicles, hotels, theme parks, select cell phone bills, and more.
• Pet Insurance.
• Legal Plan and ID Theft Protection.

Pay

Competitive pay: $25-$32/hr depending on experience.