Service Agent I - HVAC

As a Service Agent I - HVAC, you'll serve as a key point of contact supporting both internal technicians and external customers by scheduling repair and maintenance calls, dispatching work, managing work orders, and ensuring a smooth, professional service experience. You'll help coordinate daily service activities, maintain accurate records, and contribute to customer satisfaction in a fast-paced environment. This entry-level role is perfect for someone who is organized, personable, and eager to build a career in HVAC service operations while supporting a high-performing team.

Duties and Responsibilities

• Receive, record, and dispatch incoming service requests from customers.
• Identify the appropriate technician and schedule work to balance productivity with prompt, effective customer service.
• Answer incoming calls with a warm, professional demeanor and act as a liaison between customers and field technicians.
• Call customers to set, confirm, and reschedule appointments while maintaining preventative maintenance schedules.
• Procure job-related materials from vendors and coordinate delivery or pickup to support timely job completion.
• Ensure technicians return completed paperwork in a timely manner and review work orders for accuracy.
• Finalize work orders and prepare them for accurate customer invoicing.
• Assist with reviewing weekly accounts receivable reports and support collections efforts as needed.
• Handle full-cycle invoicing from creation through completion.
• Maintain refrigerant management documentation and assist with technician truck stock inventory.
• Provide superior customer service to both internal teams and external clients.
• Perform other duties as assigned to support the Service Department.

Supervisory Responsibilities

None (this is an individual contributor role focused on coordination and customer support).

Requirements/Qualifications

• Experience
  : 1–3 years of experience in customer service, dispatching, administrative support, or inside sales (HVAC, mechanical, or service industry experience is a strong plus).
• Education
  :
  High school diploma or GED required; associate degree or some college coursework preferred.
• Certifications/Licenses
  :
  Valid driver's license not required for this office-based role.
• Physical Demands
  :
  Primarily sedentary office work with extended computer and phone use; occasional light lifting (