HVAC Service & Installation Coordinator

HVAC Service & Installation Coordinator

JOB SUMMARY:

The HVAC Installation & Service Coordinator is responsible for organizing and supporting installation and service operations to ensure a seamless customer experience and efficient field execution. This role manages return work, permits, warranties, technician time cards, and scheduling while interfacing with customers, vendors, and technicians. The ideal candidate is highly organized, detail-oriented, and able to coordinate multiple priorities across teams to keep projects on track and jobs completed accurately.

ESSENTIAL FUNCTIONS:

• Installation & Service Coordination

  - Coordinate weekly installation schedules with the installation manager and field teams.
  - Confirm space readiness with customers prior to scheduled work (e.g., clear driveway, accessible work areas).
  - Ensure parts and equipment are confirmed with the supply house prior to scheduled installations.
  - Collaborate with dispatch and technicians to balance workload and avoid conflicts.

• Return Work & Case Management

  - Monitor and manage open return work cases in collaboration with technicians and managers.
  - Track job status, parts needs, and scheduling requirements to ensure timely completion.
  - Update records and close out return work cases once completed.

• Permits & Warranties

  - Prepare, submit, and track required permits for HVAC installations.
  - Maintain accurate records of permit status and follow up on approvals or inspections.
  - Process and manage product warranties, including registration, claims, and customer communication.

• Customer Interface & Communication

  - Serve as the primary contact for customers regarding installation readiness and scheduling updates.
  - Proactively communicate project status, scheduling changes, and requirements.
  - Ensure high levels of customer satisfaction by resolving issues promptly and professionally.

• Administrative & Financial Support

  - Collect, review, and process technician time cards weekly for accuracy.
  - Support Accounts Payable with permit and warranty-related vendor invoices.
  - Maintain accurate documentation of scheduling, permits, warranties, and return work.

COMPETENCIES:

• Organization & Time Management

• Customer Service Orientation

• Accuracy & Accountability

• Communication & Interpersonal Skills

• Problem Solving

• Team Collaboration

Qualifications:

• 2+ years of experience in coordination, scheduling, or administrative support (HVAC or construction industry preferred).

• Knowledge of HVAC systems, installation processes, and permitting requirements strongly preferred.

• Strong organizational skills with attention to detail and follow-through.

• Proficiency with Microsoft Office Suite and ERP/CRM or service management systems.

• Excellent written and verbal communication skills with a customer service mindset.

• Ability to manage multiple priorities in a fast-paced environment.

BENEFITS:

• Paid holiday, vacation, sick, and personal days

• Medical and dental insurance

• Company-paid life insurance

• 401K retirement plan with company match

• Gym and health club reimbursement program

• Employee wellness and safety programs

WORKING ENVIRONMENT:

100% office. This job operates in a professional office environment. Standard office equipment is routinely used, including computers, phones, photocopiers, filing cabinets, and fax machines.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to sit, stand, walk, use hands to handle materials, and reach with hands and arms. The employee must occasionally lift and move objects up to 25 pounds. Regular communication, both verbal and written, is required.

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of duties or responsibilities. Duties, responsibilities, and activities may change at any time with or without notice.

location:

Bristol, CT

If you are interested in joining the Quinoco family of employees, please send a resume to HR at hr@quinoco.com.