Summary

The HVAC Service Coordinator drives the day-to-day flow of a busy service department—fielding customer requests, scheduling/dispatching technicians, opening and tracking work orders, coordinating parts/POs, and supporting billing and close-out. This role requires exceptional organization, clear communication, and the ability to juggle priorities without dropping details.

Core Responsibilities

• Dispatch & Scheduling: Triage calls, prioritize emergencies, route technicians efficiently, and manage same-day changes.
• Work Orders: Open, update, and track WOs from intake to close-out; capture accurate scope, labor, and materials notes.
• Customer Communication: Confirm appointments, share ETAs, provide updates, and document follow-ups and approvals.
• PM Calendar Management: Maintain preventive maintenance schedules and coordinate seasonal tune-ups.
• Procurement Support: Generate POs, coordinate parts pick-ups/returns, and align with warehouse as needed.
• Documentation & Billing Support: Ensure timecards, photos, and job notes are complete; assist with invoice prep.
• Coordination: Partner with Service Manager, Project Managers, and Technicians to resolve issues quickly.
• Compliance & Safety Admin: Help with JHAs, permits, and basic compliance paperwork when required.
• Data & Reporting: Keep the CMMS/CRM current; pull simple dashboards (response time, schedule fill rate, WO status).

Qualifications

• 3–5+ years of service coordination/dispatch in HVAC, mechanical, facilities, or similar trades.
• Proficiency with service/dispatch platforms (e.g., ServiceTitan, Jonas, ServiceTrade, Spectrum, or similar) and Microsoft Excel/Google Sheets.
• Strong written/verbal communication; excellent customer service mindset.
• Detail-driven, organized, and calm under pressure; able to pivot quickly.
• Familiarity with HVAC terminology and typical service workflows preferred.

Success Metrics

• On-time scheduling and high same-day schedule fill rate.
• Low reschedules/callbacks due to coordination issues.
• Timely, accurate work order documentation and invoice readiness.
• Positive internal/external feedback (techs and customers).

Compensation & Benefits

• Competitive salary 70-90k
• Medical, dental, vision; paid time off and holidays
• 401(k) with company contribution
• Training and clear growth path in Service Operations

How to Apply

Send your resume and a short note describing your dispatch experience and the platforms you’ve used. Please include availability and preferred start date.

Job Type: Full-time

Pay: $70,000.00 - $90,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Livermore, CA 94551 (Required)

Work Location: In person