Service Operations Coordinator

Benefits:

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

Be the Operational Backbone of a Growing HVAC Company!

We are a fast-moving, customer-focused HVAC company proudly serving Volusia and Flagler Counties. Our reputation is built on responsiveness, professionalism, and doing things the right way — and that starts behind the scenes.

We’re looking for a highly organized, decisive, and proactive Service Operations Coordinator to take ownership of dispatch operations, parts logistics, and warranty administration. This is not an entry-level admin role. This is a mission-critical position that directly impacts technician efficiency, customer satisfaction, and company performance.

If you thrive in organized chaos, love solving logistical puzzles, and take pride in running tight operations — this role is for you!

What You’ll Own:

Dispatch & Scheduling Leadership

• Serve as the command center for all incoming service calls
• Schedule and dispatch technicians for maximum efficiency and profitability
• Monitor GPS tracking to manage workflow and maintain schedule integrity
• Proactively communicate with customers regarding arrival times and updates
• Debrief technicians after each call and ensure accurate, detailed documentation
• Coordinate follow-ups, parts orders, and next steps across departments
• Schedule approved work orders and parts replacements strategically
• Manage all dispatch-related communication with urgency and professionalism
• Coordinate technician vehicle maintenance scheduling
• Participate in monthly rotation of the Emergency After-Hours Line (additional compensation provided)

Parts, Inventory & Warranty Control

• Order and track all parts and materials for service jobs
• Ensure warranty parts are returned and processed properly
• Submit and track warranty claims to secure vendor credits
• Maintain accurate vendor debit/credit records
• Register system and labor warranties
• Maintain refrigerant documentation in compliance with regulations
• Keep inventory records organized and up to date

Operational & Administrative Support

• Maintain clean, organized digital and physical filing systems
• Keep spreadsheets, reports, and calendars updated daily
• Support leadership with reporting and special initiatives
• Help improve processes and tighten operations

Who Thrives Here

• 2+ years in dispatch, service coordination, or parts/warranty administration
• Highly organized and confident multitasker
• Strong communicator who can manage technicians and customers professionally
• Detail-oriented with a high sense of accountability
• Comfortable working independently and making decisions
• Experience in HVAC, plumbing, or service industries strongly preferred

This role requires someone who doesn’t wait to be told what to do — you take ownership and make things happen!

What We Offer

• Competitive pay based on experience
• Health, dental & vision insurance
• Paid holidays & vacation
• Additional compensation for after-hours phone duty
• Ongoing training and growth opportunities
• A stable, locally respected company with strong leadership
• A role where your performance truly matters

Why This Role is Different

At many companies, dispatch is treated as a support position. Here, it’s a leadership function within our service department. Your organization determines how smoothly our field team operates. Your attention to detail protects revenue. Your communication shapes customer experience. If you want a position where you can make a real impact — not just answer phones — this is it.

If you're ready to take full ownership of service operations and help drive a high-performing HVAC team, we want to hear from you!