HVAC Maintenance & Project Support Coordinator

HVAC Maintenance & Project Support Coordinator

Department: Service

Reports To: Assistant Service Manager

Primary responsibility for coordinating HVAC preventive maintenance plans and documentation (ownership), with support for project scheduling and administration. Success in this role requires exceptional organization, clear, proactive communication, and the ability to work independently while collaborating effectively with clients, technicians, vendors, and internal teams.

• Maintenance Ownership:
  Coordinate preventive maintenance schedules; maintain accurate client assets, warranty, material, and service records; procure materials and handle site‑specific needs.
• Project Support:
  Assist project management with manpower scheduling, subcontractors, deliveries, and equipment start‑ups; provide timely status updates and close the loop.
• Service Administration:
  Support dispatch/scheduling, monitor open service orders, drive resolution, and contribute to reporting and continuous process improvements.
• Client Communication:
  Provide clear, professional updates; document decisions; ensure follow‑through for client satisfaction.

• Core Values:
  Do the Right Thing;
  Reliable;
  Resourceful;
  Caring;
  Knowledgeable.
• Self‑Starter & Resourceful:
  Works independently, anticipates needs, and finds solutions quickly without waiting for direction.
• Organized & Detail‑Driven:
  Coordinates multiple schedules, documents, and priorities with accuracy; keeps asset/warranty records current.
• Strong Communicator:
  Tailors written and verbal communication for clients, technicians, and vendors; closes the loop consistently.
• Proactive Problem‑Solver:
  Identifies dependencies, removes blockers, and escalates appropriately.
• Collaborative & Adaptable:
  Builds positive relationships across service, dispatch, and project teams; stays composed amid changing field realities.
• Process‑Oriented & Tech‑Savvy:
  Comfortable with HVAC‑R terminology and using scheduling/dispatch tools; contributes to continuous improvement.

• Proficiency in MS Office and scheduling/dispatch software.
• Comfortable with HVAC‑R terminology and maintenance workflows; prior HVAC‑R exposure preferred, but not necessary for the right candidate.
• Strong organizational and multitasking abilities with excellent attention to detail.
• Ability to thrive in a fast‑paced, team‑oriented environment and adapt to change.