HVAC Service Coordinator

Location: Charlottesville, VA

Job Type: Full-Time | In-Office

Schedule: Monday–Friday (occasional evenings/weekends as needed)

Pay Range: $28.00-$32.00 HR (doe)

Position Summary

A leading commercial mechanical services provider is seeking a detail-oriented and customer-focused Service Coordinator to support daily service operations. This role is responsible for scheduling, dispatching, and workflow management of HVAC Service Technicians while maintaining strong communication with customers and internal teams.

The ideal candidate thrives in a fast-paced environment, excels at multitasking, and is committed to delivering exceptional service.

Key Responsibilities

• Schedule and dispatch HVAC Service Technicians for:
  • Service calls
  • Repairs
  • Preventative maintenance
  • Inspections
• Maintain short- and long-term technician schedules
• Coordinate directly with customers to schedule and manage service visits
• Ensure technicians have accurate job details, materials, and work orders
• Monitor technician check-in/check-out and job status updates
• Create and manage work orders; order materials and track shipments
• Maintain real-time updates in service management systems (CRM/ERP)
• Communicate proactively with customers throughout the service cycle
• Identify and escalate customer or job-related issues to management
• Collaborate with operations, sales, and field teams to ensure alignment
• Generate and review reports (WIP, open PMs, billing errors, daily activity)
• Research and resolve work order discrepancies

Qualifications

• High school diploma or equivalent required
• Experience in service coordination, dispatching, or administrative support (HVAC or trades preferred)
• Strong proficiency in Microsoft Office (especially Excel)
• Excellent communication, organization, and customer service skills
• Ability to manage multiple priorities with accuracy and efficiency
• Strong problem-solving and decision-making abilities
• Ability to work independently and as part of a team
• Professional demeanor with a positive, customer-first attitude

Core Competencies

• Strong attention to detail and follow-through
• Ability to remain calm under pressure and respond with urgency
• High level of organization and time management
• Process-driven mindset with ability to follow standardized procedures
• Adaptability in a fast-paced, service-oriented environment

Work Environment & Physical Requirements

• Primarily office-based, indoor work environment
• Frequent sitting and computer use
• Occasional lifting (up to 20–50 lbs.)
• Use of standard office equipment
• May require use of PPE when visiting job sites

Compensation & Benefits

• Competitive salary
• 401(k) with company match
• Comprehensive medical, dental, vision, life, and disability insurance
• Paid time off and holidays
• Career development and advancement opportunities
• Employee assistance and referral programs
• Stable, long-term employment with a growing organization

Why This Role Stands Out

• Central role in keeping service operations running efficiently
• High visibility with leadership and field teams
• Opportunity to grow into operations or service leadership roles
• Work with a collaborative, team-focused environment

📩 Apply today to join a fast-paced service team where your organizational skills and customer focus make a direct impact.

Equal Opportunity Employer. All qualified applicants—including women, minorities, veterans, and individuals with disabilities—are encouraged to apply.