Posted August 12, 2026
HVAC Service Admin/Coordinator
JW Poole Inc
Monroeville, NJ, US
Full Time
60000USD - 80000USD per year
Job Description
Job Description
Qualifications
Benefits/Perks
- Competitive Compensation
- Paid Time Off
- 401K, Profit Sharing, Health Benefits
Job Summary
We are seeking a motivated and outgoing service admin/coordinator for our family owned HVAC company. The HVAC Service Administrator/Coordinator is responsible for supporting the service department by scheduling technicians, managing customer communications, processing service documentation, and ensuring efficient daily operations. This role acts as a central point of contact between customers, technicians, and management to ensure timely and high-quality service delivery. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.
Responsibilities:
Scheduling & Dispatching
- Schedule and dispatch HVAC service technicians for maintenance, service calls, and emergency repairs
- Optimize daily routes to maximize technician efficiency
- Monitor technician progress and adjust schedules as needed
Customer Service
- Answer incoming calls and emails from customers
- Create and manage service work orders
- Provide updates on technician arrival times and job status
- Resolve customer concerns or escalate issues when necessary
Administrative Support
- Prepare and process service tickets, invoices, and purchase orders
- Maintain accurate customer records and service histories
- Enter data into service management software (e.g., QuickBooks, ServiceTrade)
- Assist with contract maintenance agreements and renewals
Communication & Coordination
- Coordinate with technicians regarding job details, parts, and special instructions
- Communicate with vendors for parts ordering and availability
- Support project managers and service managers with reporting and documentation
Billing & Documentation
- Review completed service tickets for accuracy and completeness
- Assist with billing and collections processes
- Track warranties, permits, and compliance documentation
Qualifications
- 2+ years of administrative or dispatching experience (HVAC or construction industry preferred but not necessary)
- Strong organizational and multitasking skills
- Excellent communication and customer service abilities
- Proficiency in Microsoft Office (Excel, Word, Outlook)
- Experience with service management or accounting software preferred
- Ability to work in a fast-paced environment
Key Skills
- Scheduling & logistics coordination
- Attention to detail
- Problem-solving
- Time management
- Team collaboration
- Customer relationship management
- Team Player
