Install Coordinator

Bill Howe Plumbing•San Diego, CA

12d

About The Position

The Install Coordinator supports the smooth, timely, and accurate execution of installation projects from start to finish. This role is the operational backbone of the Install Department, ensuring technicians have what they need, customers are kept informed, schedules run efficiently, and all documentation and compliance requirements are handled with world-class accuracy. The ideal candidate is highly organized, thrives in a fast-paced environment, communicates exceptionally well, and brings a solutions-first mindset to every challenge.

Requirements

1-3 years of coordination, scheduling, customer service, or project support experience (HVAC, Construction, Plumbing, or Trades preferred).
Strong communication and relationship-building skills.
Ability to multitask and prioritize in a fast-paced environment.
High level of comfort with technology, CRMs, and scheduling software.
Detail-oriented and organized with strong follow-through.
Solution-oriented mindset with a calm, professional presence.
Ability to collaborate with field technicians and internal teams.

Responsibilities

Scheduling & Coordination
Schedule installation jobs and assign technicians based on skill level, availability, and project requirements.
Maintain daily, weekly, and long-range install calendars.
Work closely with dispatch, warehouse, and project leads to ensure efficient workflow.
Adjust schedules in real time to address emergencies, delays, or job changes.
Customer Communication
Serve as the main point of contact for customers throughout the install process.
Provide updates on timelines, arrival windows, permit requirements, and next steps.
Confirm appointments, accurately collect details, and document customer needs.
Project Administration
Create and manage job files, ensuring all documentation, permits, and compliance items are completed.
Process job packets, data entry, parts lists, and installation documentation.
Verify equipment availability and coordinate ordering when needed.
Track job progress from sold → scheduled → completed → closed out.
Collaboration & Support
Partner closely with Sales, Technicians, Warehouse, and Accounting to ensure a seamless install experience.
Support Install Managers with reporting, metrics, and department improvements.
Assist with warranty submissions, rebates, and manufacturer documentation (if applicable).
Quality & Accuracy
Ensure all job details are accurate before scheduling (scope, equipment, notes, access, permits, HOA requirements, etc.).
Review completed install files for quality and completeness before close-out.
Maintain a high level of accuracy with data entry, record-keeping, and CRM usage.