Commercial HVAC Service Administrator

About Company:

About the Role:

The Commercial HVAC Service Administrator plays a critical role in ensuring the smooth operation and coordination of HVAC service activities within commercial settings. This position is responsible for managing service schedules, coordinating communication between clients and technicians, and maintaining accurate service records to support operational efficiency. The role requires a proactive approach to problem-solving and the ability to handle multiple tasks simultaneously while maintaining a high level of customer service. The administrator acts as a liaison between field service teams and management, facilitating timely updates and resource allocation. Ultimately, this position contributes to the overall success of the HVAC service department by optimizing workflow and enhancing client satisfaction.

Minimum Qualifications:

• High school diploma or equivalent required; Associate’s degree or higher preferred.
• Minimum of 2 years experience in administrative support, preferably within the HVAC or related service industry.
• Proficiency with scheduling and customer relationship management (CRM) software.
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Excellent verbal and written communication skills.

Preferred Qualifications:

• Experience working specifically in commercial HVAC service environments.
• Familiarity with HVAC systems and terminology to better understand service requirements.
• Knowledge of inventory management and procurement processes.
• Advanced proficiency in Microsoft Office Suite, especially Excel for reporting purposes.
• Customer service certification or training.

Responsibilities:

• Schedule and coordinate HVAC service appointments and dispatch technicians to client sites efficiently.
• Serve as the primary point of contact for clients regarding service inquiries, updates, and issue resolution.
• Maintain detailed and accurate records of service requests, work orders, and technician reports using company software.
• Collaborate with field technicians and management to prioritize service calls and manage emergency requests.
• Monitor inventory levels of parts and supplies, coordinating with procurement as needed to avoid service delays.
• Prepare and distribute service documentation, including invoices, service agreements, and follow-up communications.
• Assist in tracking service performance metrics and generating reports to support continuous improvement initiatives.

Skills:

The Commercial HVAC Service Administrator utilizes strong organizational and communication skills daily to coordinate complex service schedules and maintain clear communication channels between clients and technicians. Proficiency in CRM and scheduling software enables efficient management of appointments and service records, ensuring timely responses to client needs. Problem-solving skills are essential for addressing scheduling conflicts and service emergencies promptly. Knowledge of HVAC terminology and systems enhances the administrator’s ability to understand technical details and communicate effectively with field technicians. Additionally, skills in data management and reporting support the analysis of service performance and contribute to continuous operational improvements.

Benefits:

• PTO Per Company Policy
• 6 paid holidays
• 401(K) plan, including company match 
• Health, Dental, Vision,STD Life Insurance
• 125 Plan

Equal Opportunity Employer We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, sex, sexual orientation, gender identity, national origin, veteran or disability.