Service Operations Coordinator

Benefits

• 401(k) matching
• Dental insurance
• Paid time off
• Vision insurance

We are looking for a highly organized and proactive Service Operations Coordinator to take full ownership of dispatch operations and parts/warranty administration. This is a key role in our service department, responsible for ensuring our technicians are scheduled efficiently, customers are kept informed, and all parts, warranties, and inventory records are managed accurately. This is a position requiring a high level of independence, multitasking, and coordination across teams.

• Serve as the primary point of contact for all incoming service/dispatch calls.
• Schedule and dispatch service technicians using the most efficient routing and job prioritization.
• Monitor technician locations via GPS to track job progress and ensure schedule adherence.
• Notify customers of technician arrival times and updates.
• Check in technicians after service calls and update software records with detailed notes.
• Coordinate follow-ups, report parts needed, and communicate next steps to internal departments.
• Schedule approved work orders (AWOs) and part replacements based on technician availability.
• Handle all dispatch-related emails and ensure prompt responses.
• Coordinate with technicians on vehicle maintenance schedules.
• Participate in the monthly rotation of the company’s Emergency After-Hours Line (additional compensation provided).

• Order and track all parts, materials, and equipment for service jobs.
• Ensure warranty parts are returned to the warehouse promptly by technicians.
• Maintain organized inventory records and assist in restocking when needed.
• Submit all warranty claims and track to ensure timely credit from vendors.
• Maintain detailed records of vendor transactions, including debits and credits.
• Register all system and labor warranties as needed.
• Maintain documentation of refrigerants/freon used according to compliance standards.
• Keep spreadsheets, calendars, and paperwork up to date with accurate data.

• Support management with administrative tasks and project coordination as directed.
• Maintain digital and physical filing systems on a daily basis.
• Assist with special initiatives or reporting as required.

• 2+ years of experience in a similar role (dispatch, service coordination, parts/warranty admin)
• Excellent organizational and multitasking skills
• Strong communication and customer service abilities
• Proficient in scheduling software and Microsoft Office (Excel, Outlook, Word)
• Highly detail-oriented and self-driven
• Experience in the HVAC, plumbing, or service industry a strong plus

• Competitive pay, based on experience
• Health, dental, and vision insurance
• Paid holidays and vacation
• Opportunities for training and career advancement
• Additional compensation for after-hours phone duty

Apply Today If you're a proactive, detail-oriented professional ready to take ownership of service operations, dispatch, and warranty coordination — we want to hear from you!