HVAC Service Coordinator

About the role

The Advanced Air Systems is seeking a highly organized and customer-focused HVAC Service Coordinator to serve as the central communication hub for our fast-paced service department. This role involves managing incoming service requests, coordinating technician schedules, maintaining detailed documentation, and ensuring smooth operations.

Responsibilities

• Process all incoming client service, maintenance, and warranty calls in a friendly and professional manner.
• Assign service tickets to technicians based on scheduling needs and geographic location.
• Cook up scheduling and job-site access for all service work.
• Confirm technicians capture complete and accurate documentation before billing.
• Aid in ordering and shipping materials and equipment as needed.
• Maintain and update the service dispatch board and schedules.
• Manage maintenance agreements, logs, and recurring service schedules.
• Conduct collection calls on past-due invoices and perform other accounting functions as needed.
• Process departmental timesheets and coordinate with the payroll administrator.
• Keep office supplies stocked and reorder as necessary.
• Perform additional administrative duties as assigned by management.
• Support billing, collections, and service department installations scheduling.
• Ensure all work is documented and completed in a timely manner.

Requirements

• High school diploma or equivalent.
• At least one year of dispatching field technicians in a service industry.
• Experience in the HVAC Service industry.
• Minimum 18 years of age.
• Valid driver's license and insurable driving record.
• Successful Pre-Employment Drug test.
• Strong customer service and communication skills.
• Proficiency in MS Office (Word, Excel, Outlook).
• Excellent multitasking and organizational abilities.
• Strong problem-solving mindset and attention to detail.

Skills, Experience, And Knowledge

• Minimum 18 years of age.
• Valid driver’s license and insurable driving record.
• Successful Pre-Employment Drug test.
• Strong customer service and communication skills.
• Proficiency in MS Office (Word, Excel, Outlook).
• Excellent multitasking and organizational abilities.
• Strong problem-solving mindset and attention to detail.

Company Culture

Advanced Air Systems is an employee-owned company with a strong focus on performance, integrity, and shared ownership. We are committed to providing a safe and professional work environment, adhering to all regulatory requirements, and offering comprehensive benefits. We are also a pet-friendly and dog-friendly workplace, fostering a supportive and inclusive culture.

General Commitment for All Employees

• Commitment to Company values and complies with Company norms, policies, directives, and procedures.
• Follows all safety procedures and protocols.
• Honors and protects confidential and proprietary documents and information.
• Satisfies work schedule requirements.
• The job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required to be performed by the employee.
• Performs all other duties as assigned.
• We are an equal opportunity employer of protected veterans and individuals with disabilities.