Install Coordinator

Apple Air is seeking a highly organized and customer-focused Install Coordinator to support the successful execution of residential HVAC installation projects from scheduling through completion. The Install Coordinator is responsible for managing and overseeing residential HVAC installation projects from scheduling through final completion. This role serves as the primary liaison between customers, installation teams, sales, warehouse, permitting, and accounting departments to ensure a seamless and exceptional customer experience. The Install Coordinator coordinates schedules, reviews project details, manages equipment and material readiness, tracks job progress in ServiceTitan, supports permitting and financing processes, and ensures all documentation and project closeout requirements are completed accurately. The ideal candidate is highly organized, customer-focused, and capable of managing multiple priorities in a fast-paced environment while maintaining strong attention to detail and effective communication.

• Install Coordination: Coordinate HVAC installation schedules by aligning technician availability, customer preferences, permit requirements, and project timelines. Communicate appointment details and installation expectations to customers and installation teams.
• Project Review & Planning: Review sold jobs, equipment selections, scopes of work, permits, financing agreements, and required materials to ensure accuracy and readiness before installation.
• Material & Equipment Coordination: Manage equipment ordering, special-order materials, deliveries, and job-site requirements to support efficient project execution.
• Customer Experience Management: Serve as the primary point of contact throughout the installation process, providing timely updates, managing expectations, and ensuring an exceptional customer experience.
• Cross-Functional Collaboration: Partner with sales, dispatch, warehouse, permitting, accounting, and installation teams to facilitate seamless project completion and minimize delays.
• Job Tracking & Documentation: Maintain accurate job records, project statuses, technician notes, and customer information in ServiceTitan and other company systems. Track projects from initial scheduling through installation completion and closeout.
• Administrative Support & Compliance: Coordinate permits, inspections, rebates, warranties, financing documentation, and other required installation paperwork. Verify that all documentation is accurate, complete, and compliant with company standards.
• Problem Resolution: Proactively identify and resolve scheduling conflicts, equipment shortages, job-site challenges, installation issues, and customer concerns in a professional and timely manner.
• Job Closeout & Quality Assurance: Review completed projects for missing paperwork, signatures, photos, invoices, payments, and other closeout requirements to ensure accurate project completion.
• Payment & Financing Coordination: Collect customer payments, assist with financing and loan documentation, and ensure all required financial information is properly completed and processed.
• Additional Duties: Perform other administrative and operational responsibilities as assigned to support departmental goals and the continued growth of the organization.