Service Coordinator

295 Scituate Ave, Johnston, RI 02919 | RI:  | MA:

Restivo's Heating & Air Conditioning is seeking a highly organized and detail-oriented Service Coordinator to support the daily operations of our service department. This position is primarily focused on administrative coordination, including maintenance agreements, parts and warranty management, performance tracking, payment processing, and customer follow-up. While dispatching is not the primary function of this role, the ideal candidate must be capable of assisting with technician scheduling and dispatch operations when needed to provide coverage during absences or PTO.

Responsibilities

• Manage maintenance agreement scheduling, renewals, and customer communications.
• Process manufacturer warranty claims and track warranty reimbursements.
• Order parts for service and installation jobs and coordinate scheduling once parts arrive.
• Track and manage Home Depot leads and ensure timely follow-up and job completion.
• Close out Home Depot service calls and maintain accurate documentation.
• Process customer payments and reconcile daily service revenue.
• Collect and track checks, payments, and revenue submitted by field technicians.
• Maintain service department revenue and performance trackers and assist with reporting.
• Ensure customer records, service history, and job documentation are accurate and up to date.
• Provide administrative support to the service team and management.
• Assist with scheduling and dispatching technicians for service, maintenance, and installation appointments as needed to provide departmental coverage.
• Deliver exceptional customer service and support to both customers and field technicians.

• Previous experience in HVAC, home services, dispatching, customer service, service coordination, or office administration required.
• Experience managing maintenance agreements, warranty claims, parts ordering, or service operations preferred.
• Strong organizational, communication, and multitasking skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Comfortable handling payment processing, reporting, and administrative tracking.
• Proficient with computer systems, scheduling software, and Microsoft Office applications.

We’re looking for someone who thrives behind the scenes, enjoys keeping operations organized, and takes ownership of administrative processes that keep the service department running efficiently. The ideal candidate is proactive, detail-oriented, customer-focused, and willing to step in wherever needed to support the team.

Restivo's Heating & Air Conditioning is an Equal Opportunity Employer. All candidates must pass pre-employment screening, including criminal background checks.