Senior Service Coordinator

McQuay International•Romeoville, IL

63d•$70,000 - $100,000

About The Position

Thermosystems is a leading provider of HVAC and mechanical solutions throughout the region. We take pride in our commitment to customer satisfaction, technical expertise, and operational excellence. We're currently seeking a Senior Mechanical Service Coordinator to join our Service Department and help drive success through leadership, organization, and exceptional customer support. The Senior Service Coordinator plays a key role in managing the daily operations of our service department. This position oversees scheduling, customer communication, technician dispatch, and project coordination while driving efficiency, financial accuracy, and customer satisfaction. The ideal candidate will bring experience, initiative, and leadership to ensure all service activities align with company goals and standards.

Requirements

Associate or bachelor's degree in business administration, mechanical engineering, or related field preferred.
Minimum 5+ years of experience in service coordination or operations management within the mechanical or HVAC industry.
Proven ability to manage multiple service projects and customer accounts simultaneously.
Strong financial understanding of billing, cost control, and margin management.
Experience using BuildOps or similar service management software preferred.
Proficient in Microsoft 365 Suite (Excel, Outlook, Teams, Word, and SharePoint).
Exceptional communication, organization, and leadership skills.
Ability to work independently and exercise sound judgment in a fast-paced environment.

Responsibilities

Oversee and prioritize the scheduling and dispatching of service technicians based on workload, location, and expertise.
Serve as the main point of contact for key customers, managing escalations and complex service needs with professionalism and urgency.
Manage all phases of service projects-from scheduling and parts procurement to close-out and invoicing.
Collaborate with Service Managers to monitor backlog, forecast labor needs, and ensure profitability and operational efficiency.
Review technician reports, time entries, and materials for accuracy prior to billing.
Support warranty management, equipment startups, and subcontractor coordination.
Partner with accounting to track billing progress, verify invoicing accuracy, and support collections efforts when necessary.
Identify and implement process improvements to enhance service delivery and communication flow.
Prepare and present service reports, and updates to management.
Support and optimize use of service software systems including BuildOps and Microsoft 365 tools.
Perform other duties as assigned.