Service Coordinator-QuickBooks Specialist Coastal

Century Mechanical Holdings•Ocean View, DE

3d•$25 - $27

About The Position

The Service Coordinator / QuickBooks Specialist supports HVAC service operations in Ocean View, Delaware. The role schedules and dispatches technicians, manages work orders, coordinates permits and warranty records, assists with billing and administrative tasks, and provides customer service. The successful candidate has hands-on experience with QuickBooks Online and ServiceTitan, communicates effectively, and manages multiple priorities in a fast-paced environment.

Requirements

Extensive hands-on QuickBooks Online experience.
At least 1 year of ServiceTitan experience.
At least 2 years of experience in HVAC, plumbing, electrical, or a related service-based industry.
Strong scheduling, dispatching, administrative, and customer service skills.
Experience with invoicing, billing, payment processing, and recordkeeping.
Strong organizational skills and attention to detail.
Ability to multitask and prioritize responsibilities in a fast-paced environment.
Strong written and verbal communication skills.
Ability to sit and work at a computer for extended periods.
Frequent typing, mouse use, and prolonged screen viewing.
Ability to lift up to 25 pounds as needed.

Nice To Haves

Familiarity with permitting processes and municipal requirements.
Knowledge of HVAC systems and terminology.
Bilingual ability.

Responsibilities

Schedule and dispatch HVAC service technicians based on availability, location, and job requirements.
Create, update, track, and close out work orders in ServiceTitan.
Maintain daily service schedules and coordinate technician assignments.
Communicate job details, scheduling changes, and service updates to technicians and customers.
Use QuickBooks Online for billing, invoicing, payment processing, and financial recordkeeping.
Assist with accounts payable, accounts receivable, and collections.
Verify work orders, labor, materials, purchase orders, and billing documentation for accuracy.
Assist with technician timecard verification and service reporting.
Maintain accurate customer records and administrative documentation.
Apply for and track permits for HVAC installations, replacements, and service work.
Coordinate with municipalities regarding permit approvals and inspections.
Register manufacturer warranties and maintain accurate warranty records.
Track permit and warranty documentation to ensure timely completion.
Respond to incoming calls, emails, and customer service requests.
Schedule appointments and communicate service updates, delays, and changes.
Address customer concerns and escalate issues when necessary.
Create, renew, and track residential and light commercial maintenance agreements.
Coordinate recurring maintenance visits and follow up on expiring agreements.
Assist technicians with job information, parts coordination, and customer communication.
Work closely with service management, warehouse personnel, and field technicians.
Maintain accurate service records and generate reports as needed.
Support daily operations to ensure efficiency and customer satisfaction.