HVAC Service Coordinator
About The Position
Harris Mechanical Services (HMSI) — a proud subsidiary of MechanAir — is seeking a Service Coordinator to support our Service Department in Glen Allen, VA. In this vital role, you’ll manage incoming service calls, schedule field technicians, maintain accurate work order documentation, and ensure exceptional customer experiences from start to finish. As a Service Coordinator, you’ll serve as the central communication hub for our service operations—balancing technician dispatch, customer communication, preventive maintenance coordination, and billing accuracy. You’ll collaborate with field technicians, the accounting team, and leadership to keep operations running smoothly.
Requirements
- 2+ years in customer service, dispatch, or administrative coordination (preferably in mechanical, plumbing, or HVAC service).
- Exceptional communication and time-management skills, with the ability to manage multiple priorities simultaneously.
- Proficiency in Microsoft Office and comfort with service management platforms (e.g., Service Factor).
- Strong attention to detail and organizational skills for accurate data entry and billing support.
- Collaborative mindset and ability to build trust with technicians, office staff, and customers.
Nice To Haves
- Experience in HVAC, plumbing, or mechanical contracting environments.
- Exposure to billing, inventory, and job costing processes.
- Familiarity with preventive maintenance scheduling or contract renewals.
Responsibilities
- Answer and prioritize incoming service requests, assessing customer needs and dispatching appropriate field technicians.
- Maintain technician schedules, update work orders in Service Factor, and communicate real-time job status updates.
- Create, update, and close work orders with complete documentation, including time entries, materials, and technician notes.
- Assist with billing closeout to ensure accuracy and timely submission of invoices.
- Coordinate preventive maintenance (PM) contracts, renewals, and monthly PM paperwork.
- Track and update technician fleet and GPS information, ensuring accurate vehicle records and maintenance entries.
- Serve as the primary point of contact for service-related inquiries—delivering prompt, professional communication.
- Support team members with administrative coordination, report preparation, and digital file organization.
Benefits
- Medical, dental, and vision insurance
- Company-matched 401(k) plan
- Paid time off (PTO) and holidays
- Training and professional development support
- Cross-department learning and advancement opportunities
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
