Service Coordinator

West Techs Chilled Water Specialists provides HVAC solutions for commercial and industrial facilities, with expertise in chillers, boilers, cooling towers, air conditioning systems, and temporary chiller rentals. Our company is built around delivering exceptional service through a commitment to quality workmanship, responsibility, and collaboration. We take pride in hiring professionals who share our values, because our success depends on supporting our customers and teammates with integrity and consistency.Work HoursMonday through Friday, 8:00 AM to 5:00 PMPosition SummaryThe Service Coordinator serves as a central point of support for the service department. This role is responsible for organizing technician schedules, coordinating service activities, tracking documentation, managing parts logistics, and helping ensure jobs are completed efficiently and on time. Success in this position contributes directly to customer satisfaction, operational performance, and overall department profitability.Reporting RelationshipReports directly to the Service ManagerKey Duties and ResponsibilitiesPlan and coordinate both short-term and future technician schedules to maximize efficiency.Maintain accurate records and documentation for service projects and customer contracts.Oversee all aspects of parts management, including:Purchasing and order placementReceiving shipmentsShipping and distributionPreparing materials for service jobsWarranty administrationProvide the Area Service Manager with a rolling 2 to 3-day service forecast.Handle incoming calls and direct requests to the appropriate team members.Create and process service requests within BuildOps while communicating updates to relevant personnel.Dispatch technicians and keep scheduling systems current.Issue purchase orders to field technicians through phone, text, or other communication methods.Coordinate urgent, emergency, and after-hours service requests.Verify required parts and materials are available before scheduled work begins.Receive incoming inventory and organize it in designated storage locations.Maintain an orderly, well-stocked, and clearly identified parts area.Track preventive maintenance schedules and help ensure work is completed on time.Manage and archive contract-related records, including:Service logsOil testing reportsVibration analysis documentationAWA recordsEddy current inspection resultsRefrigerant analysis reportsPrepare warranty claim documentation and coordinate return of eligible components.Track and record technician labor hours on a daily basis.Monitor open service reports and participate in meetings related to unresolved work orders.Create correspondence, spreadsheets, summaries, and other reports as requested.Maintain organized electronic and physical filing systems.Update service management records using completed and outstanding work tickets.Enter purchase orders into BuildOps and link them to the correct projects.Perform additional administrative and operational duties as needed.Qualifications and SkillsAbility to remain organized and productive in a high-volume, fast-moving environment.Strong written and verbal communication abilities.Excellent attention to detail and time-management skills.Self-motivated with the ability to work independently and follow through on responsibilities.Capable of managing multiple priorities simultaneously.Proficient with business software and computer applications.Knowledge of the service region or the ability to navigate efficiently using maps and routing tools.Professional attitude with a positive and customer-focused approach.Comfortable discussing equipment, repairs, and service requirements with clients.Performance Expectations Success in this position will be evaluated through several operational metrics, including:Maintaining an accurate and forward-looking service schedule.Keeping contract and maintenance work on track and within required timelines.Ensuring parts inventory is organized and readily available.Maintaining complete and accurate contract records.Processing manufacturer warranty claims and returns in a timely manner.Benefits of Joining West TechsConsistent Monday through Friday work schedule.Opportunity to play a vital role in supporting commercial and industrial HVAC operations.Collaborative work environment that values professionalism, accountability, and teamwork.Career development opportunities within a growing and process-driven organization.