Back-Office Coordinator – Commercial HVAC Service

Position Overview

The Back-Office Coordinator serves as the primary connection between our customers, field

technicians, and office team. This position is responsible for managing service requests,

coordinating technicians, updating customers, and ensuring every service call is properly

documented and followed through to completion.

This role requires a consistent, organized person who is comfortable following established

processes and keeping track of multiple open items. HVAC experience is preferred but not

required. We will provide training on our equipment, systems, and procedures.

Responsibilities

Manage incoming service requests and assign them appropriately

Onboard new customers into our system

Schedule and dispatch technicians

Communicate with technicians regarding job details, scheduling, and status

Keep customers informed throughout the service process

Confirm that technicians properly close out completed jobs

Review timecards for accuracy and completion

Send service reports to customers promptly after each visit

Track unresolved issues and ensure a quote, follow-up visit, or other next step is in

progress

Track active service agreements and scheduled maintenance visits

Send quotes promptly following service calls

Assist with preparing quotes for service agreements and equipment replacements

Order parts and follow up with vendors regarding availability and delivery

Maintain accurate records of open service calls, quotes, parts, and follow-ups

Qualifications

Required:

Strong attention to detail

Consistent and methodical work habits

Professional customer service and phone skills

Ability to follow established processes

Strong organizational and follow-up skills

Ability to learn new software and workflows

Comfortable managing multiple active service requests

Preferred:

HVAC or skilled-trades industry experience

Previous dispatching or field-service coordination experience