HVAC Service Coordinator

About Us

We provide industry-leading, end-to-end fire protection, mechanical, and HVAC services. Our skilled tradespeople work in virtually every market across the nation.

S.A. Comunale has been a local industry leader for end-to-end mechanical, fire protection and HVAC services for nearly 100 years. We offer our clients significant financial strength, unmatched bonding capability, an award-winning safety program, and large-scale purchasing power. With 16 locations and over 1,450 employees, including 850 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, Kentucky, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type.

The HVAC Service Coordinator provides administrative, operational, dispatch, billing, and customer service support for the Columbus HVAC Service Department. This position coordinates, monitors, and supports daily field service activities, including service call dispatching, work order management, preventive maintenance scheduling, project billing support, documentation tracking, purchasing, and communication with customers, field personnel, vendors, and internal departments

This role supports the Service Manager, HVAC Sales, Project Managers, Superintendents, and field personnel by ensuring paperwork, service tickets, billing documentation, purchase orders, material coordination, reports, and project-related information are accurate, organized, and processed in a timely manner. The position requires strong attention to detail, accuracy in data entry, effective communication, and the ability to manage multiple priorities in a fast-paced environment.

Include the following. Other duties may be assigned.

Customer Service, Dispatch, and Daily Service Coordination

• Provide exceptional customer service by being reliable, responsive, professional, and efficient.
• Answer incoming phone calls, respond to callers in a professional manner, and distribute calls as necessary.
• Dispatch Service Technicians and assist with scheduling service calls as needed.
• Open, assign, and schedule service tickets while managing daily workflow and competing priorities.
• Build strong customer relationships and assist with troubleshooting and resolving client-specific problems.
• Enforce service quality in adherence to the company's Standard Operating Procedures.

Work Orders, Preventive Maintenance, and Field Support

• Manage work orders, revise scope of work as appropriate, and follow up with the field regarding completion.
• Identify resources needed to execute work orders in a timely and cost-effective manner.
• Manage the preventive maintenance log, including scheduling with onsite contacts and ordering filters and belts as needed.
• Maintain records in Falcon, including open tickets, creating new sites, and printing monthly work orders.
• Compile, maintain, and organize customer-specific information, including assets, filter lists, and completion tracking.
• Maintain refrigeration usage logs.

Billing, Accounting, and Financial Administrative Support

• Gather required records and compile information needed for project billing.
• Ensure project billing and accounting deadlines are met and communicate exceptions as necessary.
• Produce, summarize, and analyze billing and project reports, including job cost reports, OPS reports, and other trackers as assigned.
• Prepare and send weekly payroll report information
• Submit vendor invoices to Accounts Payable for payment.

Project, Documentation, and Administrative Support

• Prepare, organize, and store information in paper and digital form
• Prepare contract documents and complete project closeout documentation.
• Assist Project Managers with job completion, including documentation, bid submissions, inspection scheduling, permit requests, and related administrative support.
• Enter and maintain information in FMS to assist with project scheduling.
• Obtain paperwork from the field and distribute to appropriate departments for processing, including work tickets, test papers, expense receipts, payroll information, packing lists, and signed-off punch lists.

Purchasing, Materials, Fleet, and Equipment Coordination

• Create and process purchase orders.
• Enter Blue Tickets and follow up on all Blue Ticket tools and materials.
• Process material returns, including returns directly to vendors.
• Coordinate lift rentals with the Equipment Manager as needed.

Cross-Department Communication and Support

• Work with staff from other departments as needed to resolve issues.
• Communicate effectively with employees, management, customers, vendors, suppliers, and field personnel.
• Perform additional job duties and responsibilities as assigned by management.

This position has no supervisory responsibilities.

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable…