HVAC Facilities Coordinator

About Us

From commercial office space and manufacturing to multi‑site retail portfolios, we manage and support over 1 billion square feet of facilities space for the nation’s leading organizations. We provide comprehensive facility services ranging from mechanical maintenance and self‑performed, site‑based operations to energy‑efficiency upgrades and supplier‑managed interior/exterior maintenance.

Under general supervision, wholly responsible for all aspects that pertain to designated customer account/s. Conduct telephonic and electronic follow‑up and closing functions for open HVAC work orders on designated account(s) in order to meet the contractual obligations of the client. The intent is to ensure HVAC work orders are completed on time. This position will involve handling daily HVAC service provider communications which includes but is not limited to following up with numerous providers via telephone and email to get status updates on work orders, updating work orders in the EMCOR system, and communicating with account team on reassignments.

This position is the main point of contact for HVAC service providers, and the ideal candidate will need to possess a strong commercial HVAC background.

Manipulates Excel work order data to prioritize service provider communication.

Communicate on a regular basis with service providers & customers via telephone regarding work order updates.

Updates and performs uploads into the system to work orders to reflect the latest status.

Coordinates and communicates with account team(s) on work order escalations and service provider invoicing issues.

Ensures work order reassignments are notified to the account team representative for their action.

Assist in dispatching work orders if customer service rep/dispatcher is out of office.

Education

Associates Degree or equivalent experience.

Business Experience

Minimum of two years’ experience in facilities maintenance, property management or customer service role required. Experience in managing commercial HVAC service delivery required.

Language Skills

Bi‑lingual English‑Spanish preferred.

Technical Qualifications & Skills

Advanced proficiency in MS Windows Applications, including MS Excel and Word. Must be able to Type min 50 wpm and have good writing skills.

Professional and friendly demeanor, willing to go above and beyond to accomplish the mission.

Ability to work under pressure and constantly make correct decisions with limited input and determine when to elevate issues to the Facilities Manager/Supervisor or Account Manager.

Ability to communicate effectively and efficiently with all functions of the Operations Staff and Call Center Operations team to carry out the objectives of the program.

Ability to critically think and problem solve.

Ability to maintain a courteous, professional demeanor at all times.

Convey confidence in providing and receiving pertinent information.

Must be punctual, reliable and caring about their work ethic.

Desk position with computer/monitors in a well‑maintained office facility. Remote working will be an essential skill that one must have.

We are an Equal Opportunity Employer. Veterans and Disabled applicants are encouraged to apply.

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