Business Specialist

Total Comfort Solutions of Florida•Jacksonville, FL

2d•Onsite

About The Position

Total Comfort Solutions, Inc. (TCS) is a certified mechanical contractor founded in 1999 focusing on commercial and industrial HVAC systems. Based in Jacksonville, Florida, our focus is on engineering, applications, mechanical, welding and building automation. Our reputation and integrity in the marketplace are well known and respected. At TCS we don't just install and service HVAC systems, we build long-term careers where you'll find a team that values skill, reliability, and pride in our work. We serve commercial clients who depend on us to keep their buildings running. That means our work matters and so do the people doing it. The Business Specialist supports the TCS's service and operations functions by ensuring maintenance contracts, quotes, projects, compliance requirements, and operational processes are managed accurately and efficiently. This role works closely with Account Managers, Service Managers, Operations, Accounting, and Leadership to maintain accurate records, improve workflows, support project execution, and ensure critical business processes are completed consistently. The Business Specialist serves as a key administrative and operational resource supporting both day-to-day activities and long-term process improvement initiatives.

Requirements

Associate or bachelor's degree in Business Administration, Operations, Construction Management, Accounting, or a related field preferred
2+ years of administrative, operational support, project coordination, or customer service experience preferred
Must be organized, attentive to detail, and posses strong analytic skills
Experience in HVAC, construction, service, or related industries preferred
Experience working with ERP systems and business software applications preferred
Intermediate proficiency in Microsoft Excel, Word, Outlook, and related business software
Ability to learn and effectively utilize COINS, Sales Manager, and other company systems

Responsibilities

Manage and maintain maintenance agreement and service contract information within COINS
Schedule and track contract-required service visits
Monitor contract renewal dates and communicate upcoming renewals to Account Managers
Ensure contract information remains accurate and up to date within company systems
Enter and maintain customer assets, equipment records, and service task schedules
Ensure all newly awarded maintenance agreements are properly established and documented
Enter and maintain customer quotes within Sales Manager and other company systems
Verify all required quote information is complete, including job type, budgets, schedules, scope information, and supporting documentation
Coordinate setting up of awarded jobs within COINS
Ensure budget information is entered and maintained for all quoted jobs
Track and maintain change orders for quoted and awarded projects
Maintain organized project documentation and ensure required records are properly stored
Develop and maintain job setup and documentation checklists
Assist with tracking open quoted jobs and awarded projects
Develop and maintain reporting tools to monitor project status, scheduling, and completion timelines
Support leadership with visibility into project pipelines, projected start dates, and completion schedules
Coordinate with the Parts Manager and Operations team to track material availability and support project scheduling efforts
Assist with development of processes that improve project tracking and communication across departments
Serve as a backup resource for billing administration functions as needed
Assist with billing-related documentation and administrative support
Serve as backup dispatch and scheduling activities
Document scheduling and dispatch procedures to support cross-training and operational consistency
Assist with coordination of service schedules and workflow management as needed
Assist with subcontractor compliance tracking and documentation management
Ensure subcontractor records remain accurate and current within COINS
Monitor Certificates of Insurance (COIs) and coordinate updates with subcontractors and internal personnel
Create and maintain process documentation, workflows, and training materials
Identify opportunities to improve efficiency, organization, and operational effectiveness
Support special projects and continuous improvement initiatives
Perform other duties and responsibilities as assigned