Quality Control Coordinator - HVAC

Role and Responsibilities

• Review completed inspection forms for accuracy, completeness, and compliance with company standards.
• Verify all required fields, test results, deficiencies, signatures, dates, and supporting documentation are present.
• Ensure documentation complies with customer contract requirements and applicable regulatory standards.
• Identify missing or inconsistent information and coordinate corrections with technicians, coordinators, or service managers.
• Perform final quality review before documentation is delivered to customers or attached to invoices.
• Track the status of outstanding inspection forms and follow up to ensure timely completion.
• Maintain organized electronic records of completed documentation.
• Verify proper document naming conventions and filing procedures.
• Ensure documentation is uploaded to customer portals or delivered through the required method.
• Monitor documentation turnaround times and report aging items.
• Identify trends in documentation errors and recurring quality issues.
• Recommend improvements to forms, workflows, and documentation processes.
• Assist with testing and implementation of new electronic forms and software enhancements.
• Develop and maintain Standard Operating Procedures (SOPs) related to documentation quality.
• Work closely with technicians, dispatch, service coordinators, account managers, and leadership to resolve documentation issues.
• Provide guidance on documentation standards and company expectations.
• Aid in onboarding and training employees in proper completion of inspection forms.
• Serve as a resource for documentation questions and quality standards.
• Prepare quality metrics and reports, including: Documentation error trends, Outstanding documentation aging, Customer documentation compliance, Technician quality performance.
• Present findings and recommendations to management.

Qualifications and Requirements

• Average of 3 to 5 years of administrative, service coordination, quality assurance, or documentation experience.
• A degree or equivalent work experience preferred.
• Knowledge and understanding in service operations, HVAC, fire protection, security, construction, or related industries preferred.
• Strong knowledge of Microsoft Excel, Outlook, and document management systems.
• Experience with ERP or field service software (such as Vista/Viewpoint) is preferred, not required.
• Exceptional attention to detail.
• Strong organizational and time management skills.
• Ability to identify discrepancies and resolve issues efficiently.
• Excellent written and verbal communication skills.
• Strong analytical and problem-solving abilities.
• Ability to prioritize multiple projects while meeting deadlines.
• A customer-focused mindset with a commitment to quality.
• Ability to work independently while collaborating across departments.

Physical Demands

• Constant sitting, walking short distances, bending, stooping, twisting, reaching above and/or below shoulder, handling/grasping documents or office equipment, clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately in-person and/or on the telephone, vision sufficient to read source materials and computer screen data, repetitive motions for computer equipment use, lift 25 lbs occasionally, 5-10 lbs frequently to lift/carry/move objects, files and documents.

Work Environment

• Work is performed in an open office environment with conditioned air and bright lights.

Benefit Highlights

• Medical/Dental/Vision Insurance
• 401k with Employer Contributions
• PTO
• Paid Holidays
• Employee Assistance Program
• Long-term Disability
• Short-term Disability
• Flexible Spending Plan
• Health Savings Plan