Office Coordinator - HVAC

Job Summary

Molo Companies is seeking a highly organized and customer-focused HVAC Office Coordinator to support our HVAC and plumbing service team. This role is essential in ensuring efficient daily operations by coordinating technician schedules, managing customer communication, and handling key administrative and invoicing tasks.

The ideal candidate thrives in a fast-paced environment, excels at multitasking, and is committed to providing excellent internal and external service.

Key Responsibilities

• Serve as the primary point of contact for incoming calls, emails, and walk-in customers
• Schedule and dispatch HVAC/plumbing technicians based on workload, urgency, and location
• Coordinate daily activities to keep technicians on task and ensure timely service completion
• Maintain strong customer relationships through professional communication and problem resolution
• Prepare and process invoices, work orders, and other service related documentation
• Manage front office operations, including phones, customer reception, and mail handling
• Track inventory levels and coordinate parts and equipment ordering with suppliers
• Maintain and update customer records, service agreements, and internal databases
• Provide administrative support to service managers and team members
• Perform general office duties including filing, scanning, and document organization

Qualifications & Skills

• 1–3 years of experience in an office coordinator, dispatcher, or similar administrative role (HVAC, plumbing, or construction preferred)
• Strong customer service and communication skills
• Excellent organizational and multitasking abilities
• Ability to prioritize and manage competing responsibilities in a fast paced environment
• High level of attention to detail and accuracy
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with CRM or service management systems (Servicom/E3/FieldPluse or Service Titian similar) preferred
• Basic knowledge of HVAC or plumbing systems is a plus
• Experience with inventory tracking and invoicing processes is beneficial
• Demonstrates adaptability and thrives in dynamic environments, effectively pivoting to meet evolving priorities and achieve results

Key Competencies

• Customer relations and service excellence
• Scheduling and coordination
• Data entry and recordkeeping accuracy
• Problem-solving and task management
• Team collaboration and communication

Benefits

• Competitive salary based on experience
• Health insurance and retirement savings plan options
• Paid time off
• Opportunities for career growth and development