Business Specialist

Business Specialist - Jacksonville, FL

Total Comfort Solutions, Inc. (TCS) is a certified mechanical contractor founded in 1999 focusing on commercial and industrial HVAC systems. Based in Jacksonville, Florida, our focus is on engineering, applications, mechanical, welding and building automation. Our reputation and integrity in the marketplace are well known and respected. At TCS we don't just install and service HVAC systems, we build long-term careers where you'll find a team that values skill, reliability, and pride in our work.

We serve commercial clients who depend on us to keep their buildings running. That means our work matters and so do the people doing it.

The Business Specialist supports the TCS's service and operations functions by ensuring maintenance contracts, quotes, projects, compliance requirements, and operational processes are managed accurately and efficiently. This role works closely with Account Managers, Service Managers, Operations, Accounting, and Leadership to maintain accurate records, improve workflows, support project execution, and ensure critical business processes are completed consistently. The Business Specialist serves as a key administrative and operational resource supporting both day-to-day activities and long-term process improvement initiatives.

• Manage and maintain maintenance agreement and service contract information within COINS
• Schedule and track contract-required service visits
• Monitor contract renewal dates and communicate upcoming renewals to Account Managers
• Ensure contract information remains accurate and up to date within company systems
• Enter and maintain customer assets, equipment records, and service task schedules
• Ensure all newly awarded maintenance agreements are properly established and documented

• Enter and maintain customer quotes within Sales Manager and other company systems
• Verify all required quote information is complete, including job type, budgets, schedules, scope information, and supporting documentation
• Coordinate setting up of awarded jobs within COINS
• Ensure budget information is entered and maintained for all quoted jobs
• Track and maintain change orders for quoted and awarded projects
• Maintain organized project documentation and ensure required records are properly stored
• Develop and maintain job setup and documentation checklists

• Assist with tracking open quoted jobs and awarded projects
• Develop and maintain reporting tools to monitor project status, scheduling, and completion timelines
• Support leadership with visibility into project pipelines, projected start dates, and completion schedules
• Coordinate with the Parts Manager and Operations team to track material availability and support project scheduling efforts
• Assist with development of processes that improve project tracking and communication across departments

• Serve as a backup resource for billing administration functions as needed
• Assist with billing-related documentation and administrative support
• Serve as backup dispatch and scheduling activities
• Document scheduling and dispatch procedures to support cross-training and operational consistency
• Assist with coordination of service schedules and workflow management as needed

• Assist with subcontractor compliance tracking and documentation management
• Ensure subcontractor records remain accurate and current within COINS
• Monitor Certificates of Insurance (COIs) and coordinate updates with subcontractors and internal personnel

• Create and maintain process documentation, workflows, and training materials
• Identify opportunities to improve efficiency, organization, and operational effectiveness
• Support special projects and continuous improvement initiatives
• Perform other duties and responsibilities as assigned

• Associate or bachelor's degree in Business Administration, Operations, Construction Management, Accounting, or a related field preferred
• 2+ years of administrative, operational support, project coordination, or customer service experience preferred
• Must be organized, attentive to detail, and posses strong analytic skills
• Experience in HVAC, construction, service, or related industries preferred
• Experience working with ERP systems and business software applications preferred
• Intermediate proficiency in Microsoft Excel, Word, Outlook, and related business software
• Ability to learn and effectively utilize COINS, Sales Manager, and other company systems

• Attention to detail and accuracy
• Organization and time management
• Project coordination and follow-through
• Clear and professional communication
• Problem-solving and process improvement
• Ability to work independently and as part of a team
• Accountability and consistency in execution
• Customer service focus

• Works in a team-oriented environment…