HVAC Resource Coordinator

About the role

Hobbs & Associates - A member of the AIR Control Concepts family.

Hobbs & Associates specializes in providing heating, ventilation, and air conditioning (HVAC) products and engineering services to commercial and industrial building contractors, architectural design firms, and business owners. Our collaborative approach helps bring lasting community infrastructure to life, including schools, universities, hospitals, military and municipal buildings, entertainment venues, hotels, and multi-family residences.

Responsibilities

• Coordinate, schedule, and dispatch technicians for installation, startup, warranty, and service work.
• Serve as the central point of contact between customers, field technicians, and internal stakeholders.
• Communicate upcoming work schedules and job details via email, phone, and text.
• Update technician work assignments and job statuses using service management software.
• Manage and coordinate travel and logistics needs for field technicians.
• Process completed work orders, generate customer invoices, and ensure timely billing/invoicing.
• Track and reconcile accounts payable and receivable related to service work.
• Manage inventory needs and coordinate material procurement for active projects.
• Maintain open work orders to ensure timely completion and documentation.
• Manage warranty claims, returns, and communication with manufacturers as needed.
• Conduct post-job follow-up with customers to confirm satisfaction and address any issues.
• Support process improvement initiatives and provide administrative support to the Service Leader.
• Perform additional administrative duties as assigned to support department efficiency.

Requirements

• A high school diploma or equivalent required; an associate’s degree preferred.
• 3 years of experience in general administration, customer service, scheduling, and resource management preferred.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word).
• Strong written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities independently.
• Strong interpersonal skills with the ability to collaborate effectively across teams.

Physical Demands/Work Environment

Work is completed on a laptop in an office environment with prolonged periods of sitting. The ability to work remotely once training is fully complete.

Benefits

• Health & Wellness – Medical, dental, vision, and life insurance coverage to support your well-being.
• Financial Security – 401(k) retirement plan with company match and short/long-term disability coverage.
• Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
• Professional Development – Ongoing training opportunities and support for continuing education.