Business Specialist

Business Specialist - Jacksonville, FLTotal Comfort Solutions, Inc. (TCS) is a certified mechanical contractor founded in 1999 focusing on commercial and industrial HVAC systems. Based in Jacksonville, Florida, our focus is on engineering, applications, mechanical, welding and building automation. Our reputation and integrity in the marketplace are well known and respected. At TCS we don't just install and service HVAC systems, we build long-term careers where you'll find a team that values skill, reliability, and pride in our work. We serve commercial clients who depend on us to keep their buildings running. That means our work matters and so do the people doing it.Position SummaryThe Business Specialist supports the TCS's service and operations functions by ensuring maintenance contracts, quotes, projects, compliance requirements, and operational processes are managed accurately and efficiently. This role works closely with Account Managers, Service Managers, Operations, Accounting, and Leadership to maintain accurate records, improve workflows, support project execution, and ensure critical business processes are completed consistently. The Business Specialist serves as a key administrative and operational resource supporting both day-to-day activities and long-term process improvement initiatives.Key ResponsibilitiesService Agreement & Contract AdministrationManage and maintain maintenance agreement and service contract information within COINSSchedule and track contract-required service visitsMonitor contract renewal dates and communicate upcoming renewals to Account ManagersEnsure contract information remains accurate and up to date within company systemsEnter and maintain customer assets, equipment records, and service task schedulesEnsure all newly awarded maintenance agreements are properly established and documentedQuote & Job Administration Enter and maintain customer quotes within Sales Manager and other company systemsVerify all required quote information is complete, including job type, budgets, schedules, scope information, and supporting documentationCoordinate setting up of awarded jobs within COINSEnsure budget information is entered and maintained for all quoted jobsTrack and maintain change orders for quoted and awarded projectsMaintain organized project documentation and ensure required records are properly storedDevelop and maintain job setup and documentation checklistsProject Tracking & Operational SupportAssist with tracking open quoted jobs and awarded projectsDevelop and maintain reporting tools to monitor project status, scheduling, and completion timelinesSupport leadership with visibility into project pipelines, projected start dates, and completion schedulesCoordinate with the Parts Manager and Operations team to track material availability and support project scheduling effortsAssist with development of processes that improve project tracking and communication across departmentsBilling & Administrative SupportServe as a backup resource for billing administration functions as neededAssist with billing-related documentation and administrative support Scheduling & Dispatch SupportServe as backup dispatch and scheduling activitiesDocument scheduling and dispatch procedures to support cross-training and operational consistencyAssist with coordination of service schedules and workflow management as neededCompliance & Safety SupportAssist with subcontractor compliance tracking and documentation managementEnsure subcontractor records remain accurate and current within COINSMonitor Certificates of Insurance (COIs) and coordinate updates with subcontractors and internal personnelProcess Improvement & DocumentationCreate and maintain process documentation, workflows, and training materialsIdentify opportunities to improve efficiency, organization, and operational effectivenessSupport special projects and continuous improvement initiativesPerform other duties and responsibilities as assignedQualificationsAssociate or bachelor's degree in Business Administration, Operations, Construction Management, Accounting, or a related field preferred2+ years of administrative, operational support, project coordination, or customer service experience preferredMust be organized, attentive to detail, and posses strong analytic skillsExperience in HVAC, construction, service, or related industries preferredExperience working with ERP systems and business software applications preferredIntermediate proficiency in Microsoft Excel, Word, Outlook, and related business softwareAbility to learn and effectively utilize COINS, Sales Manager, and other company systemsCore CompetenciesAttention to detail and accuracyOrganization and time managementProject coordination and follow-throughClear and professional communicationProblem-solving and process improvementAbility to work independently and as part of a teamAccountability and consistency in executionCustomer service focusWork Environment & ExpectationsWorks in a team-oriented environment with regular interaction across departmentsMaintains confidentiality of Company, customer, and employee informationSupports operational deadlines and business prioritiesDemonstrates flexibility and willingness to assist across multiple functional areasAdheres to all Company policies and procedures

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