Service Coordinator

The Service Coordinator is a critical role within our Commercial HVAC/R operation, responsible for coordinating service delivery from call intake through job closeout and invoicing. This position serves as the primary link between customers, technicians, service management, and accounting. Ensuring work is scheduled efficiently, documented accurately, and billed promptly. The ideal candidate is detail-oriented, customer-focused, comfortable reviewing technical service documentation, and experienced in service billing within a commercial mechanical environment.

Responsibilities:

Schedule, dispatch, and coordinate commercial HVACR service calls, including reactive service, preventive maintenance, and minor project work Monitor technician schedules and job progress throughout the day, adjusting assignments as needed to meet customer priorities, response-time commitments, and efficiency goals

Serve as a primary point of contact for commercial customers regarding service requests, scheduling, job status, and basic billing-related inquiries

Communicate clearly and professionally with customers, technicians, service management, and accounting to maintain alignment and expectations

Create, update, and maintain accurate service work orders in the service management system (e.g., Service Titan or equivalent)
Ensure labor hours, parts usage, service notes, photos, and required documentation are complete and accurate prior to job closeout

Enter, review, and validate technician timesheets, ensuring labor is coded correctly to the appropriate job, phase, and pay type in accordance with company policy and payroll requirements

Support field technicians by providing job details, service history, customer contacts, and site-specific requirements

Coordinate parts ordering, deliveries, rentals, subcontractor support, and warranty documentation as needed

Review completed service tickets for accuracy, completeness, and billability

Generate customer invoices in accordance with service agreements, time-and-material pricing, and contractual terms

Verify labor, materials, pricing, markups, and tax treatment before invoices are issued

Coordinate with Service Managers and Accounting to resolve billing discrepancies, credits, and adjustments

Assist with maintenance contract billing, recurring service invoicing, and job-related billing documentation requests

Respond to customer questions related to invoices and provide supporting documentation as required

Track service jobs through completion to ensure timely closeout and invoice release in support of cash flow objectives

Maintain organized service and billing records in compliance with company standards and customer requirements

Support service leadership with reporting related to workload, backlog, scheduling efficiency, and invoicing status

Participate in continuous improvement initiatives related to scheduling, documentation, service delivery, and billing accuracy

Adhere to all company safety, quality, and compliance standards

The Service Coordinator should possess the following skills, characteristics, and abilities:5+ years of experience in service coordination, dispatch, and/or invoicing within commercial HVAC, mechanical contracting, or construction services

Working knowledge of commercial service billing practices, including time and material, contract, quoted, and not-to-exceed work

Experience with service management software (Service Titan preferred)
Proficiency in Microsoft Office (Outlook, Excel, Teams)
Strong attention to detail and ability to review technical service documentation accurately

Excellent communication skills and ability to work effectively with customers, technicians, and internal teams

Physical Demands:

Stooping, walking, Standing, bending, reaching, pulling and pushing

Climbing stairs

Climbing Ladders Dusty Environment Navigate uneven terrain

Compensation & Benefits:

Competitive wages

Paid time off and holidays

Employer-matching 401(k) retirement plan Employer-paid Employee Stock Ownership Program (ESOP)
Health care benefits through United Health Care, Delta Dental and Vision Service Plan Employer-paid life and AD&D insurance; access to short and long-term disability…