HVAC Installation Department Manager

Synergy3•Philadelphia, PA

27d•$70,000 - $75,000•Onsite

About The Position

Synergy3 HVAC Installation Department Manager Lead and coordinate the HVAC installation department from the office, ensuring installations are scheduled, documented, and executed accurately and on time. Own daily communication with installers via a structured morning huddle, maintain and correct sales/order data in Oracle NetSuite, and review preinstall evaluations from the original home visit to prevent scope/expectation gaps. Responsibilities: Run a daily morning huddle with installers to review yesterday's checkouts and today's assignments. Ensure each installer "checks out" completed work from the prior day, raises any issues, and confirms parts/materials and access for today's jobs. Field and resolve installer questions about job scope, site conditions, timelines, and safety before crews depart. Maintain and optimize the installation schedule (crews, trucks, technicians) to meet timelines and maximize productivity. Coordinate with dispatch, parts/procurement, and sales to resolve scheduling conflicts and parts shortages. Review and adjust sales orders in Oracle NetSuite for accuracy before installations begin (model numbers, options, pricing, credits, customer info). Ensure order changes, upgrades, or special instructions are entered, documented, and communicated to installers and warehouses. Reconcile order documentation with purchase orders, invoices, and job packets to avoid billing or fulfillment errors. Review the original homevisit evaluation and proposal for each installation to confirm scope, measurements, equipment selection, and customer expectations. Identify discrepancies between evaluation notes and scheduled work; coordinate corrections with sales or field teams. Track installation quality metrics and callbacks; partner with service and quality teams to remediate recurring issues. Ensure installer paperwork, checklists, permits, and signoffs are completed and filed per company policy. Supervise and mentor installation coordinators and office support staff; provide coaching and rolespecific training. Participate in hiring, performance reviews, and corrective action as needed. Serve as an escalation point for installer or customer concerns related to installations. Communicate schedule changes, delays, or scope clarifications to customers and sales as appropriate. Produce daily/weekly reports on installs, productivity, parts issues, and order accuracy. Recommend process improvements to reduce errors, shorten install cycles, and improve installer satisfaction.

Requirements

3-5+ years' experience in HVAC operations, field coordination, or installation management (or equivalent construction/trade operations experience).
Familiarity with Oracle NetSuite or other ERP systems for sales/order management.
Strong understanding of HVAC equipment, installation processes, and common field issues.
Proven leadership and communication skills; experience running daily huddles or briefings preferred.
Detail oriented with strong organizational skills.
Proficient in NetSuite or similar ERP; comfortable editing and reconciling sales orders.
Strong problem solving and conflict resolution skills.
Ability to multitask and prioritize in a fastmoving environment.
Customer service mindset and ability to collaborate across sales, field, and warehouse teams.
Experience with mobile field apps, scheduling, software and parts inventory systems a plus
HVAC license or certification a plus

Responsibilities

Run a daily morning huddle with installers to review yesterday's checkouts and today's assignments.
Ensure each installer "checks out" completed work from the prior day, raises any issues, and confirms parts/materials and access for today's jobs.
Field and resolve installer questions about job scope, site conditions, timelines, and safety before crews depart.
Maintain and optimize the installation schedule (crews, trucks, technicians) to meet timelines and maximize productivity.
Coordinate with dispatch, parts/procurement, and sales to resolve scheduling conflicts and parts shortages.
Review and adjust sales orders in Oracle NetSuite for accuracy before installations begin (model numbers, options, pricing, credits, customer info).
Ensure order changes, upgrades, or special instructions are entered, documented, and communicated to installers and warehouses.
Reconcile order documentation with purchase orders, invoices, and job packets to avoid billing or fulfillment errors.
Review the original homevisit evaluation and proposal for each installation to confirm scope, measurements, equipment selection, and customer expectations.
Identify discrepancies between evaluation notes and scheduled work; coordinate corrections with sales or field teams.
Track installation quality metrics and callbacks; partner with service and quality teams to remediate recurring issues.
Ensure installer paperwork, checklists, permits, and signoffs are completed and filed per company policy.
Supervise and mentor installation coordinators and office support staff; provide coaching and rolespecific training.
Participate in hiring, performance reviews, and corrective action as needed.
Serve as an escalation point for installer or customer concerns related to installations.
Communicate schedule changes, delays, or scope clarifications to customers and sales as appropriate.
Produce daily/weekly reports on installs, productivity, parts issues, and order accuracy.
Recommend process improvements to reduce errors, shorten install cycles, and improve installer satisfaction.

Benefits

Paid holidays and vacation time.
IBC Medical Insurance and MetLife Dental.
Opportunities for career growth and advancement.
Synergy3 is known for its great culture of teamwork, appreciation and recognition.
We do not have employees, we have team members.
Synergy3 was named the best places to work by the ACHR news magazine
We celebrate everyone's birthday (you get custom cake to take home)
We celebrate your anniversary and provide you with monetary award as your anniversary gift
You can win Team member of the month 500$ prize.
You can win cleanest truck of the month if you are a tech 200$ prize
You can win most reviews of the month prize 500$
We are closed for our company birthday celebration. We celebrate it at our state of the art headquarters
We get together for our annual paintball and company picnic events.
We get together for Thanksgiving breakfast.
We get together for our Year end awards where you get a chance to be voted for one of the 10 categories with Real value prizes not Wawa gift cards.
We are known for our great Christmas parties that we celebrate at the best restaurants/night club in Philadelphia.