HVAC Coordinator

HVAC Coordinator

THOREAU FACILITY SERVICES LLC

Woodridge, IL Job Details Full-time $40,000 - $50,000 a year 1 day ago Benefits Dental insurance 401(k) Paid time off Vision insurance Life insurance Qualifications Vendor relationship building Record keeping Customer communication Sourcing Customer relationship building Preventive maintenance Supplier management Facilities management Handling customer inquiries Purchase order management Mid-level Client relationship development Invoice processing Administrative experience Maintenance activity documentation Dispatching Task prioritization HVAC Vendor relationship management Organizational skills Productivity software Appointment scheduling Repair estimation Communication skills Technical Proficiency Progress tracking (project management tasks)

Full Job Description About Thoreau:

At Thoreau, we pride ourselves on providing exceptional client service and reliable HVAC solutions, especially when clients need us most. Join our team and be part of a fast-paced, responsive organization committed to operational excellence and customer satisfaction.

Position Overview:

We are seeking a dedicated and reliable HVAC Coordinator for a full-time role specializing in service scheduling, dispatching, and work order management. The ideal candidate will excel at coordinating HVAC service requests, managing technician schedules, handling urgent maintenance needs, and ensuring timely communication with clients from start to finish. This role requires strong organizational skills, effective communication, and the ability to thrive in a deadline-driven environment.

Key Responsibilities:

Client Support:

Serve as the main point of contact for HVAC service requests and maintenance inquiries. Respond to urgent service calls and coordinate timely resolution of HVAC emergencies. Communicate clearly with clients regarding scheduling, service timelines, and job completion updates.

Service Coordination & Dispatch:

Schedule and dispatch HVAC technicians for service calls, preventative maintenance, and installations. Prioritize and assign work orders based on urgency, technician skill set, and client needs. Coordinate subcontractors and vendors as needed for specialty work or equipment support. Monitor technician progress and provide clients with status updates throughout the service lifecycle.

Work Order & Estimate Management:

Create, review, and manage HVAC work orders to ensure accuracy and timely completion. Prepare and submit service estimates and quotes for repairs, replacements, and maintenance agreements. Review completed work orders for accuracy, documentation, and billing requirements.

Administrative Duties:

Maintain service records, job documentation, and equipment history in company systems. Process purchase orders, invoices, and vendor documentation. Assist with material ordering and equipment procurement for scheduled jobs. Track service metrics, scheduling efficiency, and client follow-up needs. Ensure compliance with client requirements, vendor agreements, and internal procedures.

Vendor & Client Relationship Management:

Build and maintain strong relationships with clients, vendors, and subcontractors. Coordinate with suppliers to source HVAC parts, equipment, and materials. Support account management efforts by ensuring consistent, high-quality service delivery.

Other Responsibilities:

Perform additional duties as assigned to support operations and client needs.

Employment Type:

Full-time Benefits:

401(k) Health/Vision/Dental Insurance Life Insurance Paid time off

Qualifications:

Previous experience in HVAC service coordination, dispatching, facilities management, or related field preferred. Strong understanding of HVAC terminology, systems, and service processes. Excellent customer service and communication skills. Strong organizational skills with the ability to manage multiple schedules and priorities. Ability to work in a fast-paced, high-pressure environment. Proficiency with scheduling software, work order systems, and Microsoft Office.