Join Our Team of HVAC ProfessionalsServing Forest City, Hickory, Shelby, Boiling Springs, and Surrounding Areas

Position Summary:

• The HVAC Coordinator is responsible for coordinating parts, equipment, and documentation needed to complete HVAC system change-outs, new construction installations and return service calls efficiently and accurately. This position works closely with the installation manager, the HVAC installation technicians, the front office, and vendors to ensure required equipment and parts are available, properly organized, and ready when needed.

Essential Duties & Responsibilities

• Verify that all equipment required for all HVAC installation appointments has been ordered and received.
• Confirm that equipment is complete and available prior to scheduled change-outs or installation.
• Maintain accurate records for HVAC change-out and installation jobs, including equipment ordered, equipment received, job details, and other relevant documentation.
• Keep change-out and installaton folders and records current and organized for easy reference by office staff, technicians, and management.
• Communicate promptly with management and vendors regarding missing, delayed, damaged, or incorrect parts and equipment.
• Coordinate with warehouse personnel to ensure that all equipment for the next day’s jobs is pulled and staged for pick up by the install crews.
• Assist with maintaining an efficient workflow between the service department, parts suppliers, warehouse/parts room, and installation team.
• Monitor service calls identified for return visits due to parts or materials that need to be ordered.
• Call the customer with an estimated cost of the repair prior to ordering the parts needed for repair.
• Order parts and materials needed to complete flagged service calls.
• Receive incoming parts and orders, verify items against the order, and label each item with the appropriate technician and job name.
• Schedule return visits once required parts have been received and are ready for the technician.
• Track, collect documentation, and claim warranties for service parts.
• Perform other duties related to HVAC parts, equipment coordination, inventory, and service support as assigned.

Qualifications & Skills

• Strong organizational and time-management skills.
• Ability to track multiple jobs and equipment orders simultaneously.
• Excellent attention to detail and accuracy.
• Ability to communicate effectively with technicians, dispatchers, vendors, and customers when necessary.
• Basic computer skills and ability to maintain accurate electronic and/or paper records. Experience with Microsoft Office Suite would be an advantage.
• Ability to prioritize tasks based on scheduled appointments and job requirements.
• Dependable, proactive, and able to work independently while coordinating with a team.

Physical Requirements

• Ability to regularly lift, carry, move, and organize HVAC parts and equipment within the parts room or warehouse.
• Ability to stand, walk, bend, reach, and perform routine warehouse/parts-room activities.
• Ability to safely handle incoming HVAC parts and equipment using appropriate procedures and equipment.

Key Performance Expectations