HVAC Service Coordinator

Climate Systems LLC is seeking a motivated HVAC Service Coordinator in Charlotte, NC. The role involves managing client requests, scheduling service calls, and handling administrative tasks related to service orders and invoicing. Key responsibilities include coordinating technicians, processing work orders, managing inventory, and supporting accounts receivable. Candidates should have 5-10 years of experience in service coordination, strong organizational skills, and excellent communication abilities. This is an in-office position.
Job Overview

Climate Systems, LLC is currently seeking a motivated and organized Service Coordinator to join our team. This is an excellent opportunity for an individual who thrives in a fast-paced, customer-focused environment. As a Service Coordinator, you will play a key role in ensuring efficient operations by managing client requests, scheduling service calls, and handling administrative tasks related to service orders, invoicing, and inventory management. You will work closely with our service team, field technicians, and service managers to maintain high standards of customer service and operational excellence.

Key Responsibilities
• Professionally answer phone calls, emails, and texts, addressing client inquiries or escalating issues as needed.
• Coordinate and dispatch technicians for service calls, equipment startups, and repairs, ensuring that all service requests are managed efficiently.
• Process, dispatch, and track work orders through the ERP system. Ensure accurate documentation and timely closeout of work orders for seamless billing.
• Order parts and materials as needed, track shipments, and manage the reconciliation of purchase orders.
• Reconcile field technician time and call resolutions daily, manage open call lists for timely billing, and ensure clients are invoiced promptly after service completion.
• Assist with accounts receivable and payable functions, including following up on outstanding balances and supporting collections efforts.
• Enter and maintain accurate service data in the company’s ERP or CRM systems, ensuring complete and up-to-date client information.
• Assist in preparing service quotes, support contract renewals, and aid in the turnover process from sales to operations.
• Provide additional administrative support to the service team and management as needed to ensure the smooth operation of daily activities.
• Other such duties and responsibilities as assigned from time to time.

Requirements
• 5-10 previous experience in a service coordination preferably in the HVAC, controls, or electrical industry.
• Strong organizational skills with the ability to handle multiple tasks simultaneously and meet deadlines.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team in a fast-paced environment.
• Proficient in Microsoft Office Suite and experience with ERP or CRM systems (experience with COINS is a plus).
• Strong attention to detail and problem-solving abilities.
• A positive, client-focused attitude and a commitment to providing excellent customer service.
• Must pass a pre-employment drug test and background check.
• Must be able to work in the office 5 days a week.

Benefits
• Medical, dental, and vision insurance, company paid Life insurance and Long-Term Disability
• 401(k) with company match
• Paid vacation and 6 paid company holidays