Service Coordinator

Hiring a Commercial HVAC Service Department Coordinator who brings real, practical experience from within the HVAC trade. This person will be counted on to keep the entire technician workflow organized and running smoothly, staying closely connected with technicians, customers and management on everything from scheduling and 100% digital paperwork to communication and follow up.

The ideal candidate will have a solid understanding of HVAC systems built through apprenticeship, field work or technical training, and can communicate clearly with people at every level of the organization.

Required Skills

• Comprehensive working knowledge of commercial HVAC systems, equipment and terminology, or a strong mechanical aptitude paired with genuine interest in the HVAC sector
• Superior oral and written communication skills in English, with demonstrated ability to translate technical concepts for varied audiences
• Proficiency with service management software, digital work order platforms and the full Office 365 suite
• Ability to interpret and apply information from work orders, service reports, equipment manuals and technical specifications
• Exceptional organizational capabilities, with a proven track record of managing competing priorities in a high volume, deadline driven environment
• High level of attention to detail to maintain accuracy across technical documentation, quoting and reporting
• Demonstrated capacity to investigate and resolve service-related issues, escalating appropriately when required
• Post secondary education in HVAC will be considered an asset

Core Responsibilities

• Oversee coordination of field operations and support efficient processes for a full team of HVAC technicians. Act as the primary liaison for client accounts on technical matters, developing in depth familiarity with each client's sites, equipment and service history
• Prepare accurate estimates and quotations for repairs and equipment replacement based on completed work orders and on site assessments, incorporating vendor sourcing and labour time analysis, in close collaboration with a hands-on President to ensure all customer service quotes are delivered on time and without errors
• Manage the full scope of purchasing and job coordination for the department, including scheduling of all assignments, requisitioning materials, arranging subcontractors and equipment such as cranes and lifts, monitoring associated costs and reviewing work order accuracy in collaboration with technicians
• Direct the end to end logistics of parts procurement and delivery, including ordering, receiving and verifying shipments, physical handling of materials as required and staging items for technician pickup. This also includes coordinating technician visits to vendor locations to maintain project timelines
• Monitor and manage the timely closure of electronic work orders submitted by technicians, ensuring complete supporting documentation and accurate timesheet reporting
• Coordinate manufacturer warranty claims with vendors and technicians from initial submission through final resolution
• Support fleet management through maintenance scheduling and asset tracking via GPS reporting systems
• Perform additional duties as assigned

Hours are M-F 7:30-4:30 in Office only

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