HVAC Coordinator

Location: Hartford, CT


  • Maintain the daily and on-call schedules of HVAC service technicians
  • Dispatch service technicians for completed service calls and schedule return trips when parts are received
  • Keep a customer database with updated information
  • Communicate clearly and concisely with department managers, employees, and customers about company schedule and lead-times
  • Take incoming customer calls and schedule service calls
  • Create dispatch tickets for all service calls
  • Dispatch service technicians one call at a time
  • Debrief service technicians after completing each call
  • Respond to overnight messages/emails
  • Maintain the dispatch board/schedule
  • Forecast workload for 2-3 days ahead
  • Contact customers with pending parts for scheduling
  • Follow up on pending and recommended work with customers
  • Maintain maintenance agreements, including scheduling, staging materials, and customer information
  • Assist service manager with marketing issues
  • Order parts for special orders
  • Send list of parts used by technicians to the warehouse for restocking
  • Update customer files with installation information
  • Prepare service contract proposals for new customers
  • Manage on-call schedule and file service orders
  • Handle paperwork for warranty parts and facilitate returns
  • Update service database from service tickets
  • Maintain service invoice log
  • Compare time cards and work orders to the service schedule
  • Check service time cards for accuracy
  • Compare checks and charge slips to invoices
  • Enter reporting information into a database
  • Perform other assigned duties


  • Excellent customer service skills
  • Strong ability to multitask and stay organized
  • Knowledge of the service area or map reading skills
  • Understanding of the HVAC industry
  • Computer skills
  • High school diploma or equivalent
  • Two years of HVAC related experience or equivalent combination of customer service, dispatching, or project management experience
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