HVAC Operations Coordinator

HTS•Austin, TX

4d•Onsite

About The Position

This role is responsible for maintaining service priorities and job turnaround within guidelines. The HVAC Operations Coordinator will dispatch work orders during business hours for assigned districts, ensuring adherence to service standards for Schedule Adherence, NTE Management, IVR Compliance, Client Forms, and Work Order Resolution. This position requires clear communication with Account Managers regarding job progress and scheduling delays, and collaboration with the Service Manager to ensure proper technician assignments for quoted repairs. The coordinator will also be involved in Preventative Maintenance planning to meet scheduling requirements and ensure timely and accurate delivery of information from the field, including confirmations, completion notes, and KPI tracking for technicians. Additionally, the role involves scheduling approved quoted repairs and equipment replacements within specified timeframes, coordinating larger quoted work involving rental equipment or cranes, and scheduling vendor meetings. The position requires meticulous note-taking on scheduling and logistics, follow-up on return statuses, and proactive engagement with Account Managers to keep jobs moving. The HVAC Operations Coordinator will also assist the Service Manager in monitoring technician time on jobs, assessing workload, and determining manpower needs for overtime and weekend work, as well as issuing POs to technicians.

Requirements

Maintain Service priorities and job turn around within guidelines
Dispatch work orders during business hours for assigned districts
Maintain Service Standards for Schedule Adherence, NTE Management, IVR Compliance, Client Forms, and Work Order Resolution
Communicate job progress with Account Managers, advise them on scheduling delays
Work with Service Manager to coordinate proper technician assignments for quoted repairs
Preventative Maintenance planning to achieve scheduling requirements
Ensure timely and accurate delivery of information from the field, including confirmation, completion notes to client and KPI's for Techs in system
Work with Service and Account Managers to schedule all approved quoted repairs within two business days of part delivery
Work with Service and Account Managers to schedule all equipment replacements within one week of equipment delivery
Work with Service and Account Managers on coordination and scheduling of larger quoted work that involves rental equipment and or crane rental
Work with Service Manager and Account Manager to coordinate and schedule all vendor meetings
Enter detailed notes on scheduling and logistics
Follow up on all return status
Work with Account Manager to keep job moving
Keep detailed notes on all follow up efforts
Work with Service Manager on any special request from Manager involving needing technicians for permits, truck repairs, or any other needs outside of normal scheduled jobs and service
Monitor technician time on jobs and follow up with Service Manager if jobs are taking too long
Assess entire workload and determine how manpower for overtime and weekend work
Issue PO's to techs in assigned area

Responsibilities

Maintain Service priorities and job turn around within guidelines.
Dispatch work orders during business hours for assigned districts.
Maintain Service Standards for Schedule Adherence, NTE Management, IVR Compliance, Client Forms, and Work Order Resolution.
Communicate job progress with Account Managers, advise them on scheduling delays.
Work with Service Manager to coordinate proper technician assignments for quoted repairs.
Preventative Maintenance planning to achieve scheduling requirements.
Ensure timely and accurate delivery of information from the field, including confirmation, completion notes to client and KPI's for Techs in system.
Work with Service and Account Managers to schedule all approved quoted repairs within two business days of part delivery.
Work with Service and Account Managers to schedule all equipment replacements within one week of equipment delivery.
Work with Service and Account Managers on coordination and scheduling of larger quoted work that involves rental equipment and or crane rental.
Work with Service Manager and Account Manager to coordinate and schedule all vendor meetings.
Enter detailed notes on scheduling and logistics.
Follow up on all return status.
Work with Account Manager to keep job moving.
Keep detailed notes on all follow up efforts.
Work with Service Manager on any special request from Manager involving needing technicians for permits, truck repairs, or any other needs outside of normal scheduled jobs and service.
Monitor technician time on jobs and follow up with Service Manager if jobs are taking too long.
Assess entire workload and determine how manpower for overtime and weekend work.
Issue PO's to techs in assigned area.