Field Operations Coordinator

2 weeks ago

Greensboro, United States Hoffman & Hoffman Inc Full time
Job DescriptionJob Description


Job Title: Field Operations Coordinator - VRV
Status: Full Time, Exempt (Not eligible for overtime)
Reports To: Director of Technical Operations or Area Manager
Work Schedule: Monday – Friday- based on customer needs
Location: Greensboro, NC


Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.


Position Purpose: Assist the local Director of Technical Operations and/or Area Manager as needed to maximize efficiency and effectiveness of field operations. Provide guidance and direction to administrative personnel in order to effectively plan, schedule, coordinate, etc. all activities related to HVAC service and occasional construction/replacement work.


Hoffman Mechanical Solutions, Inc. is a company focused on being #1 in the HVAC industry in providing the most innovative HVAC solutions through superior design and customer service


Essential Duties and Responsibilities

  • Provide guidance and direction to administrative personnel in order to effectively plan, schedule, coordinate, etc. all activities related to HVAC service and occasional construction/replacement work.
  • Meet with customers to identify problems and offer solutions to their HVAC needs. Survey jobs as necessary to determine scope of work, develop detailed estimates, and generate customer proposals. Project Manage as necessary to ensure jobs transpire with proper coordination and efficiency.
  • Mentor field technicians on administrative requirements such as paperwork, communications with customers, etc. Review and critique/correct technician paperwork such as timesheets, field reports, startup sheets, warranty forms, p-card documentation, etc.
  • Routinely monitor technician field activity and follow up on unresolved and/or outstanding issues in order to provide timely closure of jobs, invoicing, etc.
  • Identify training needs and develop a formal training plan per individual technician.
  • Support various managers, Sales Representatives, etc. and provide them with critical information necessary to efficiently and effectively support field personnel and customers.
  • Understands the multiple roles necessary to support our HVAC service business and be able to properly execute the basic tasks of each role on a standby/fill in basis. These roles include:

1. Service Coordinator – primary duty is dispatching of technicians.
2. Service Administrator – primary duties are cost reconciliation and invoicing.
3. Service Agreement Administrator – primary duties are preparing service agreement proposals, entering sold agreements into the software system, scheduling inspections, tracking work compliance, documentation, and providing financial reporting to management.
4. Project Administrator – primary duties include data entry/project setup into the software system, prepare and analyze reports as necessary to support Project Managers. Order materials, track project costs and adjust estimate as necessary to properly report revenue, margin, etc.
5. Accounting Support – primary duties include processing job expenses (labor, materials, p-card, etc.) and getting vendors paid.

  • Trains new hire technicians on proper use of laptop computer and the misc. software (Outlook, Word, Excel, Drop Box, etc.) and other software/programs used routinely in our daily operations.
  • Develops a formal long-range Technician Training Plan with input from the Operations Managers. This should include a pro-active approach with thoughtful consideration given to specific geographies, products, and technician skill sets.
  • Assists with on-boarding of new field personnel. Provides training and technical support for new field personnel on administrative processes such as timesheets, field reports, expenses, etc.
  • Assists various Operations Directors in assembling and analyzing critical business data such as profitability, cost variance, unapplied time, etc.
  • Assists various Service Sales Representatives with assembling and analyzing historical service performed and how it translates into potential future business.
  • Possesses or obtains financial based experience/knowledge needed to navigate thru our software system and deliver profitable results for transactional “work orders” and more complex “projects”.
  • Other duties may be assigned as needed as we aggressively grow our service business.
  • Attends continuing education programs and training, including webinars, workshops, and factory product training.


Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.


Knowledge/Experience/Critical Skills

  • Associates Degree or equivalent experience in a technical and/or business discipline is preferred.
  • 2-5 years of experience in a related position, preferably in the HVAC or other service-related field.
  • Excellent interpersonal skills with the ability to communicate with all levels of staff and work well independently or on a team.
  • Strong verbal, written, analytical, and persuasive skills.
  • Ability to travel, with occasional overnight stays, 10% to 30% of the time.
  • Working knowledge of Microsoft Office Suite.
  • Ability to recognize problems and develop the most cost-effective solution. Ability to collect data, establish facts, and draw valid conclusions.
  • Must pass pre-hire requirements including background check, motor vehicle report, and drug screening.
  • Must possess valid drivers’ license.


Physical Demands

  • Standing: Frequently
  • Walking: Frequently
  • Sitting: Frequently
  • Handling/Fingering: Frequently
  • Bending: Frequently
  • Pushing/Pulling 12 lbs. or less: Frequently
  • Lifting/Carrying 10 lbs. or less: Frequently
  • Lifting/Carrying 11-20 lbs.: Frequently
  • Lifting/Carrying 21-50 lbs.: Occasionally
  • Reaching Outward: Frequently
  • Reaching Above Shoulder: Frequently
  • Squatting/Kneeling: Frequently
  • Driving: Frequently


This position requires frequent working outdoors, inside mechanical/equipment rooms, and possible extreme weather conditions. This position also requires close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. This position is regularly exposed to live voltage, moving mechanical parts, and heavy equipment. Frequent exposure to wet and/or humid conditions, elevated and/or precarious workplaces, fumes or airborne particles, outside weather conditions, risk of electrical shock and vibration. Occasional exposure to toxic or caustic chemicals, extreme cold, and extreme heat. The noise level in the work environment is typically loud.


This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions, Inc.

No phone calls or drop-ins, please.

EEO Employer/Vets/Disabled

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