HVAC Service Coordinator (Ontario

Position: HVAC Service Coordinator (Ontario)
Location: Grimsby

Salary Range: $52,000.00 To $58,000.00 Annually

About us   Founded in 2012, Major Refrigeration Ltd. has proudly delivered reliable Refrigeration, HVAC, Controls, and Energy Solutions to customers across Canada. Headquartered in Grimsby, Ontario, the company operates throughout Ontario, Nova Scotia, New Brunswick, and Prince Edward Island, and continues to expand into new regions.
With a team of over 180 employees (throughout the provinces), we are continuously expanding and strengthening our workforce across all divisions to support our growth and maintain the high level of service our customers expect and deserve.
The Position   Major Refrigeration is looking for an experienced and organized  HVAC Service Coordinator  to join our growing service team.
The HVAC Service Coordinator will be responsible for coordinating daily HVAC service activities between customers, technicians, suppliers, and our internal service and parts departments. This position plays a key role in ensuring service calls are scheduled efficiently, customers are kept informed, technicians have the information and resources they need, and work orders are completed accurately and on time.
The ideal candidate will have strong communication and organizational skills, experience working in a fast-paced service environment, and a solid understanding of commercial HVAC systems and service operations.

Location:

Grimsby, ON

Role and Responsibilities:

Coordinate and schedule daily HVAC service calls and preventative maintenance work
Dispatch technicians based on location, skill set, availability, and priority
Communicate with customers regarding, job status, and follow-up requirements
Assist in reviewing incoming service requests and determine the appropriate technician and priority
Monitor technician schedules throughout the day and adjust assignments as required
Ensure technicians have the required job information, equipment details, parts, and site requirements before attending a call
Coordinate with the Parts Department to ensure required HVAC parts are available or ordered
Follow up on outstanding service calls, quotes, parts, and return visits
Review technician reports, photos, time entries, and job notes for accuracy and completeness
Ensure work orders are properly updated and closed in the service management system
Communicate with customers regarding additional repairs and quotation requirements
Coordinate emergency and after-hours service requirements when necessary
Assist with scheduling crane, equipment, subcontractors, and other resources when required for larger HVAC projects
Maintain accurate records of customer requests, technician updates, parts requirements, and job status
Identify scheduling conflicts and proactively resolve issues before they impact the customer
Work closely with Service Managers, Field Supervisors, Technicians, Parts, and Accounting
Maintain a high level of customer service and professionalism at all times
Other administrative duties as assigned
Qualifications and

Education Requirements:

2+ years of experience in HVAC service coordination, dispatch, administration, or a related field; commercial HVAC, refrigeration, mechanical, or construction experience is an asset
Strong understanding of HVAC service terminology and equipment
Excellent organizational, time-management, and attention-to-detail skills, with the ability to manage multiple priorities in a fast-paced environment
Strong verbal and written communication skills, with the ability to work effectively with customers, technicians, and internal teams
Strong computer skills and experience with service management software;
Simpro or similar field-service software is an asset
Strong problem-solving and decision-making skills, with the ability to work independently and as part of a team
Ability to remain calm, professional, and solution-focused when handling urgent service requirements or difficult customer situations
Ability to work Monday to Friday, with flexibility to work shifts between 7:00am - 5:00pm

What We Are Looking For   The successful candidate will be someone who:
Take ownership of jobs from start to completion
Prioritize emergency calls and high-priority customer…