HVAC Truck Based Customer Support Coordinator

Position Overview

We are seeking a detail-oriented HVAC Customer Resource Coordinator to join our team. Reporting directly to the HVAC Branch Service Manager, this role provides vital administrative and operational support to our service department.

Core Responsibilities

Operations Support

• Coordinate with warehouse staff on inventory control, tools tracking, and materials management
• Oversee HVAC truck stock ordering and maintain fleet operations vehicle inventory
• Schedule and track semi-annual van inspections
• Process and manage RMAs, including documentation and parts return coordination
• Handle purchase orders and subcontractor agreements
• Perform vendor invoice reconciliation to ensure pricing alignment with contractual agreements
• Manage connected services tasks and reporting

Customer Service & Support

• Serve as primary point of contact for customer inquiries and issue resolution
• Investigate and resolve invoicing disputes
• Maintain accurate customer account information in NxGen
• Manage new customer and vendor onboarding
• Process material orders for Service Requests and update status for invoicing

Administrative Coordination

• Compile monthly safety reports
• Manage on-call scheduling and communications
• Coordinate organizational team meetings
• Provide backup dispatch support, including technician scheduling
• Assist with monthly billing activities
• Handle assigned projects as needed

Qualifications

Required

• High school diploma or equivalent
• Strong organizational skills with exceptional attention to detail
• Proven ability to work independently
• Excellence in interpersonal communication with internal and external stakeholders
• Demonstrated capacity to manage multiple projects simultaneously
• Strategic prioritization skills with focus on business impact

Preferred

• Proficiency in Microsoft 365 applications, particularly Excel
• Understanding of basic project accounting and costing principles
• Demonstrated track record of 3+ years in service industry operations or administrative support roles

This onsite position offers an opportunity to play a crucial role in our HVAC service operations, requiring a blend of administrative expertise, customer service excellence, and operational support capabilities. The ideal candidate will be highly organized, adaptable, and committed to maintaining efficient service operations.