HVAC Service Admin/Coordinator
Monroe Township
HVAC Service Admin/Coordinator
Full Time • Monroe Township
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
Compensation: $60,000.00 - $80,000.00 per year
Why choose J.W. Poole Inc.?
We are a family-run, full-service mechanical contractor specializing in commercial & custom residential applications for new or existing properties. Since 1989 we have been meeting the needs of our customers. Occupant comfort is the main objective; we feel when people are more comfortable they are more productive. Building and space change is another service we do for our customers. You may benefit from a system modification or adding space required equipment. Energy consumption is another area; improving equipment performance has many benefits.
Our office is located in Monroe Township and our staff includes highly trained and motivated employees able to provide you with your Heating and Air Conditioning needs. J.W. Poole Inc. also has engineering capabilities and offers commercial service and maintenance agreements. We are bonded and DPMC classified and are registered with the small business enterprise.
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