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Administrative Coordinator Jobs in New Jersey

HVAC Service Admin/Coordinator

JW Poole Inc
  • Monroe Township, NJ
  • Full-time
2 days ago

Job Description

Benefits:
  • 401(k)
  • Company parties
  • Competitive salary
  • Dental insurance
  • Health insurance
  • Paid time off
  • Profit sharing

Benefits/Perks
  • Competitive Compensation
  • Paid Time Off
  • 401K, Profit Sharing, Health Benefits

Job Summary
We are seeking a motivated and outgoing service admin/coordinator for our family owned HVAC company. The HVAC Service Administrator/Coordinator is responsible for supporting the service department by scheduling technicians, managing customer communications, processing service documentation, and ensuring efficient daily operations. This role acts as a central point of contact between customers, technicians, and management to ensure timely and high-quality service delivery.  The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.  

Responsibilities: 


Scheduling & Dispatching
  •  Schedule and dispatch HVAC service technicians for maintenance, service calls, and emergency repairs 
  •  Optimize daily routes to maximize technician efficiency 
  •  Monitor technician progress and adjust schedules as needed 
Customer Service
  •  Answer incoming calls and emails from customers 
  •  Create and manage service work orders 
  •  Provide updates on technician arrival times and job status 
  •  Resolve customer concerns or escalate issues when necessary 
Administrative Support
  •  Prepare and process service tickets, invoices, and purchase orders 
  •  Maintain accurate customer records and service histories 
  •  Enter data into service management software (e.g., QuickBooks, ServiceTrade) 
  •  Assist with contract maintenance agreements and renewals 
Communication & Coordination
  •  Coordinate with technicians regarding job details, parts, and special instructions 
  •  Communicate with vendors for parts ordering and availability 
  •  Support project managers and service managers with reporting and documentation 
Billing & Documentation
  •  Review completed service tickets for accuracy and completeness 
  •  Assist with billing and collections processes 
  •  Track warranties, permits, and compliance documentation

Qualifications
  •  2+ years of administrative or dispatching experience (HVAC or construction industry preferred but not necessary) 
  •  Strong organizational and multitasking skills 
  •  Excellent communication and customer service abilities 
  •  Proficiency in Microsoft Office (Excel, Word, Outlook) 
  •  Experience with service management or accounting software preferred 
  •  Ability to work in a fast-paced environment
Key Skills
  •  Scheduling & logistics coordination 
  •  Attention to detail 
  •  Problem-solving 
  •  Time management 
  •  Team collaboration 
  •  Customer relationship management
  • Team Player

Numbers & Facts

LocationMonroe Township, NJ
Job TypeFull-time

Skills

  • Accounting Softwareunmatched
  • Administrative Skillsunmatched
  • Billingunmatched
  • Communication Skillsunmatched
  • Constructionunmatched
  • Contract Managementunmatched
  • Credit and Collectionsunmatched
  • Customer Escalationsunmatched
  • Customer Relationsunmatched
  • Customer Relationship Management (CRM)unmatched
  • Customer Support/Serviceunmatched
  • Data Entryunmatched
  • Dental Insuranceunmatched
  • Detail Orientedunmatched
  • Documentationunmatched
  • Emergency Servicesunmatched
  • HVACunmatched
  • Health Insuranceunmatched
  • Intuit Quickbooksunmatched
  • Logisticsunmatched
  • Maintenance - HVACunmatched
  • Maintenance Servicesunmatched
  • Microsoft Excelunmatched
  • Microsoft Officeunmatched
  • Microsoft Outlookunmatched
  • Microsoft Wordunmatched
  • Multitaskingunmatched
  • Operationsunmatched
  • Operations Managementunmatched
  • Order Managementunmatched
  • Organizational Skillsunmatched
  • Presentation/Verbal Skillsunmatched
  • Problem Solving Skillsunmatched
  • Purchase Ordersunmatched
  • Service Deliveryunmatched
  • Team Playerunmatched
  • Telephone Skillsunmatched
  • Time Managementunmatched
  • Track Customer Issuesunmatched
  • Writing Skillsunmatched

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