HVAC Service Coordinator

Romanoff Group of Companies • Charlotte, NC

4d

About The Position

The HVAC Service Coordinator supports service department operations, field staff, and customer satisfaction by managing communication, scheduling, documentation, and project coordination to ensure efficient service delivery and administrative support. The role coordinates with builders, homeowners, vendors, technicians, and internal departments, and supports service and small contract jobs from scheduling through billing and reporting. The standard schedule is Monday through Friday, 7:00 a.m. to 4:00 p.m.; flexibility is required because jobs may change. Candidates must pass a pre-employment drug screen and background check.

Requirements

• High school diploma or GED.
• 1–2 years of administrative, dispatch, or service coordination experience in a trade or construction environment.
• Experience with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Must be able to pass a pre-employment drug screen and background check.
• Must be able to sit at a desk and/or computer for prolonged periods and occasionally lift and move up to 25 pounds.

Nice To Haves

• Experience using service management or dispatch software.
• Familiarity with local permitting and inspection processes.
• Knowledge of commercial or residential construction.

Responsibilities

• Respond professionally and promptly to service inquiries received by phone, email, online requests, and vendor portals.
• Schedule service appointments, dispatch technicians, and manage multiple service calendars and on-call rotations.
• Maintain and update job records, including job cost entries, customer setup, contracts, and service details.
• Coordinate job requirements, permitting, inspections, and project logistics with builders, homeowners, vendors, and internal departments.
• Support service technicians and project staff with quotes, parts procurement, invoicing, warranty filings, and job packets.
• Assist with timesheet verification, payroll coordination, and technician performance tracking.
• Manage receivables, ensure timely collections, and forward builder-responsible invoices as needed.
• Maintain organized electronic and paper filing systems for customer and vendor records.
• Prepare cost estimates and billing for service and small contract jobs, track project profit and loss, and assist with weekly reporting.
• Perform additional duties as assigned.

Benefits

• Medical, dental, vision, life/AD&D, short-term disability, long-term disability, critical illness, and accident insurance.
• Paid vacation and holidays.
• 401(k).
• Company-paid life insurance, including $15,000 of company-paid coverage.
• Employee Stock Ownership Plan; the company is 100% employee-owned.
• Training and support.
• Advancement opportunities.
• Paid apprenticeship and educational reimbursement.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED