HVAC Service Coordinator (Ontario)

MAJOR REFRIGERATION LTD•Grimsby, ON

3d•CA$52,000 - CA$58,000•Onsite

About The Position

Major Refrigeration is looking for an experienced and organized HVAC Service Coordinator to join our growing service team. The HVAC Service Coordinator will be responsible for coordinating daily HVAC service activities between customers, technicians, suppliers, and our internal service and parts departments. This position plays a key role in ensuring service calls are scheduled efficiently, customers are kept informed, technicians have the information and resources they need, and work orders are completed accurately and on time. The ideal candidate will have strong communication and organizational skills, experience working in a fast-paced service environment, and a solid understanding of commercial HVAC systems and service operations.

Requirements

2+ years of experience in HVAC service coordination, dispatch, administration, or a related field
Strong understanding of HVAC service terminology and equipment
Excellent organizational, time-management, and attention-to-detail skills, with the ability to manage multiple priorities in a fast-paced environment
Strong verbal and written communication skills, with the ability to work effectively with customers, technicians, and internal teams
Strong computer skills and experience with service management software
Strong problem-solving and decision-making skills, with the ability to work independently and as part of a team
Ability to remain calm, professional, and solution-focused when handling urgent service requirements or difficult customer situations
Ability to work Monday to Friday, with flexibility to work shifts between 7:00am - 5:00pm

Nice To Haves

Commercial HVAC, refrigeration, mechanical, or construction experience is an asset
Simpro or similar field-service software is an asset
Take ownership of jobs from start to completion
Prioritize emergency calls and high-priority customer needs
Proactively manage technician scheduling and geographical routing
Communicate clearly with customers, technicians, and internal teams
Maintain accurate work orders, documentation, and follow-up
Adapt quickly to changing priorities and work well under pressure
Provide excellent customer service and take pride in their work

Responsibilities

Coordinate and schedule daily HVAC service calls and preventative maintenance work
Dispatch technicians based on location, skill set, availability, and priority
Communicate with customers regarding, job status, and follow-up requirements
Assist in reviewing incoming service requests and determine the appropriate technician and priority
Monitor technician schedules throughout the day and adjust assignments as required
Ensure technicians have the required job information, equipment details, parts, and site requirements before attending a call
Coordinate with the Parts Department to ensure required HVAC parts are available or ordered
Follow up on outstanding service calls, quotes, parts, and return visits
Review technician reports, photos, time entries, and job notes for accuracy and completeness
Ensure work orders are properly updated and closed in the service management system
Communicate with customers regarding additional repairs and quotation requirements
Coordinate emergency and after-hours service requirements when necessary
Assist with scheduling crane, equipment, subcontractors, and other resources when required for larger HVAC projects
Maintain accurate records of customer requests, technician updates, parts requirements, and job status
Identify scheduling conflicts and proactively resolve issues before they impact the customer
Work closely with Service Managers, Field Supervisors, Technicians, Parts, and Accounting
Maintain a high level of customer service and professionalism at all times
Other administrative duties as assigned