Service Coordinator

Hours: 8am-4pm, M-F

Location: Charlottesville, VA 100% on site

JOB SUMMARY

Serves as an integral part of a dynamic HVAC service team, supporting technicians and managers in the repair and maintenance of commercial and industrial HVAC equipment. This role coordinates daily operations including technician scheduling and dispatch, parts procurement, work order management, quote preparation, and customer communication.

ESSENTIAL FUNCTIONS

·         Assign and dispatch Service Technicians to service calls and scheduled maintenance based on availability, technical expertise, and customer requirements to optimize resource utilization and service delivery

·         Provide real-time logistical support to Service Technicians, adapting to changing priorities and customer needs throughout the day

·         Create service calls in the dispatch system with complete information including company details, contact information, equipment specifications, and service requirements (repairs, complaints, or failures)

·         Review and verify Service Technician timesheets against GPS data. Submit weekly timesheets to manager for approval

·         Prepare accurate service quotes and proposals. Maintain CRM system with new sales leads, proposals, and quotes. Conduct timely follow-up on outstanding proposals

·         Source and order parts cost-effectively. Manage incoming parts inventory by assigning appropriate job numbers or service contracts. Track and follow up on delayed shipments.

·         Monitor PM contract expirations and renewals, analyze customer profitability, and recommend contract pricing adjustments as needed

·         Provide administrative support to the service team as required

·         Attend and participate in meetings, training sessions, and company activities as requested

·         This is an exempt position that may require more than 40 hours per week based on business needs.

KNOWLEDGE, SKILLS, ABILITIES

·         Strong organizational skills with exceptional attention to detail

·         Ability to prioritize multiple tasks and manage time effectively in a fast-paced environment

·         Excellent verbal and written communication skills

·         Proficiency in Microsoft Word, Excel, dispatch systems, and CRM software

·         Ability to build effective working relationships with customers, vendors, service technicians, and management

PREFERRED EDUCATION AND EXPERIENCE

·         High School diploma or equivalent

·         Training and/or experience with Microsoft Excel, Word, dispatch software, and CRM systems preferred

Why You’ll Love Working Here:  

·         Competitive pay and benefits package.

·         Health and Wellness: Comprehensive medical, dental, and vision plans to keep you and your family covered, including free preventive care and affordable prescription options. 

·         Life and Disability Insurance: Company-paid life insurance and disability coverage, with options to enhance your benefits. 

·         Retirement Savings: 401(k) plan with a generous company match to help secure your future, with immediate vesting. 

·         Paid Time Off: Enjoy paid holidays and a PTO plan that grows with your years of service. 

·         Opportunities for Career Advancement and Professional Development: We provide education assistance to help you grow your skills and career. 

·         Extra Perks: Flexible spending accounts, employee discounts, and 24/7 confidential support through our Employee Assistance Program.