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
Location
Monroeville, NJ
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
Detail Orientedunmatched
Documentationunmatched
Emergency Servicesunmatched
HVACunmatched
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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