Job Description

HVAC Parts and Service Coordinator

Full-Time | On-Site

About the Role

We are seeking a detail-oriented, customer-focused HVAC Parts and Service Coordinator to support the service department with parts sourcing, quote preparation, scheduling assistance, and warranty processing. This role is ideal for someone who thrives in a fast-paced environment, enjoys problem-solving, and helps keep service operations running smoothly behind the scenes.

Key Responsibilities

Parts & Quoting

• Source, price, and order HVAC parts from vendors and distributors

• Prepare accurate parts and repair quotes for customers

• Track quotes, follow up with customers, and update quote statuses in internal systems

• Maintain strong vendor relationships to ensure competitive pricing and timely delivery

Service Support

• Update customer records, equipment information, and service history

• Communicate with customers regarding service updates, timelines, and parts availability

• Assist Service and Operations Managers with daily coordination tasks

• Update customer portal work orders on a daily basis

• File and follow up on warranty claims and related documentation

Administrative & Operational Support

• Help organize service department workflows to improve efficiency

• Support warranty submissions and equipment registrations as needed

• Provide internal support for technicians, including parts lookups and job information

Qualifications

• Experience in HVAC, mechanical services, or a related technical field is helpful but not required

• Knowledge of HVAC parts, equipment, and terminology is a plus

• Strong communication and customer service skills

• Proficiency with service software, spreadsheets, and ERP/CRM platforms

• Ability to multitask in a fast-paced environment with accuracy and attention to detail

• Reliable, organized, and team-oriented mindset

What We Offer

• Competitive compensation

• Health, dental, and vision benefits

• Paid time off and holidays

• Opportunities for growth within service operations
  
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