HVAC Service Coordinator

S.A. Comunale Co., Inc. · Hilliard, OH · Yesterday

OTHRFull-time

About the Company

S.A. Comunale is a local industry leader in end-to-end mechanical, fire protection, and HVAC services with nearly 100 years of experience. We offer clients significant financial strength, unmatched bonding capability, an award-winning safety program, and large-scale purchasing power. With 16 locations and over 1,450 employees—including 850 skilled tradesmen—across Ohio, Pennsylvania, New Jersey, Kentucky, Maryland, and West Virginia, we serve virtually every market sector and facility type.

About the Role

The HVAC Service Coordinator provides administrative, operational, dispatch, billing, and customer service support for the Columbus HVAC Service Department. This position coordinates, monitors, and supports daily field service activities, including service call dispatching, work order management, preventive maintenance scheduling, project billing support, documentation tracking, purchasing, and communication with customers, field personnel, vendors, and internal departments.

This role supports the Service Manager, HVAC Sales, Project Managers, Superintendents, and field personnel by ensuring paperwork, service tickets, billing documentation, purchase orders, material coordination, reports, and project-related information are accurate, organized, and processed in a timely manner. The position requires strong attention to detail, accuracy in data entry, effective communication, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

Provide exceptional customer service by being reliable, responsive, professional, and efficient. Answer incoming phone calls, respond to callers in a professional manner, and distribute calls as necessary.
Dispatch Service Technicians and assist with scheduling service calls as needed. Open, assign, and schedule service tickets while managing daily workflow and competing priorities.
Build strong customer relationships and assist with troubleshooting and resolving client-specific problems. Enforce service quality in adherence to the company’s Standard Operating Procedures.
Manage work orders, revise scope of work as appropriate, and follow up with the field regarding completion. Identify resources needed to execute work orders in a timely and cost-effective manner.
Manage the preventive maintenance log, including scheduling with onsite contacts and ordering filters and belts as needed. Maintain records in Falcon, including open tickets, creating new sites, and printing monthly work orders.
Compile, maintain, and organize customer-specific information, including assets, filter lists, and completion tracking. Maintain refrigeration usage logs.
Gather required records and compile information needed for project billing. Ensure project billing and accounting deadlines are met and communicate exceptions as necessary.
Produce, summarize, and analyze billing and project reports, including job cost reports, OPS reports, and other trackers as assigned. Prepare and send weekly payroll report information.
Submit vendor invoices to Accounts Payable for payment.
Prepare, organize, and store information in paper and digital form. Prepare contract documents and complete project closeout documentation.
Assist Project Managers with job completion, including documentation, bid submissions, inspection scheduling, permit requests, and related administrative support.
Enter and maintain information in FMS to assist with project scheduling. Obtain paperwork from the field and distribute to appropriate departments for processing, including work tickets, test papers, expense receipts, payroll information, packing lists, and signed-off punch lists.
Create and process purchase orders. Enter Blue Tickets and follow up on all Blue Ticket tools and materials. Process material returns, including returns directly to vendors.
Coordinate lift rentals with the Equipment Manager as needed.
Work with staff from other departments as needed to resolve issues. Communicate effectively with employees, management, customers, vendors, suppliers, and field personnel.
Perform additional job duties and responsibilities as assigned by management.

Qualifications

High School Diploma or GED is required.
Significant knowledge of Microsoft Office Software (Word, PowerPoint, and particularly Excel) is required.
Ability to think strategically, make sound decisions, and produce accurate and timely results is required.
Building positive working relationships with multiple levels of employees and management is required.
Demonstrating integrity and professionalism is required. Demonstrating commitment to company values is required.
Excellent organizational skills are required. Ability to follow-up on tasks and assignments in a timely manner is required.
Excellent written and verbal communications skills are required.
Ability to prioritize in a fast-paced multi-task environment is required.
Ability to perform basic business mathematical functions is required.
Ability to work with minimal supervision is required. Ability to work effectively in a team environment is required.
Complying with all operating policies, procedures, executed Plans, and Programs is required.
Must have the demonstrated ability to effectively communicate, cooperate, and collaborate with multiple levels of employees, government agencies, customers, vendors, and suppliers.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear.
The employee is occasionally required to use hands to finger, handle, or feel objects, tools, or controls.
The employee is occasionally required to walk and reach with hands and arms.
Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
The strength rating for this position is classified as light work, entailing exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly.
Operation of a computer, telephone, hand calculator, copiers/fax machine is required.
The employee must be able to understand simple math, simple drawings, financial reports, legal documents, simple memos, and business letters.
The employee must be able to write simple memos, summaries, and business letters.