Service Operations Coordinator

1 week ago

Ormond Beach, FL, United States All Volusia and Flagler Heating and Air Full time
Benefits:
  • 401(k) matching
  • Dental insurance
  • Paid time off
  • Vision insurance
Position Overview:
We are looking for a highly organized and proactive Service Operations Coordinator to take full ownership of dispatch operations and parts/warranty administration. This is a key role in our service department, responsible for ensuring our technicians are scheduled efficiently, customers are kept informed, and all parts, warranties, and inventory records are managed accurately. This is a position requiring a high level of independence, multitasking, and coordination across teams.

Key Responsibilities:

Dispatch & Scheduling
  • Serve as the primary point of contact for all incoming service/dispatch calls.
  • Schedule and dispatch service technicians using the most efficient routing and job prioritization.
  • Monitor technician locations via GPS to track job progress and ensure schedule adherence.
  • Notify customers of technician arrival times and updates.
  • Check in technicians after service calls and update software records with detailed notes.
  • Coordinate follow-ups, report parts needed, and communicate next steps to internal departments.
  • Schedule approved work orders (AWOs) and part replacements based on technician availability.
  • Handle all dispatch-related emails and ensure prompt responses.
  • Coordinate with technicians on vehicle maintenance schedules.
  • Participate in the monthly rotation of the company's Emergency After-Hours Line (additional compensation provided).
Parts & Warranty Management
  • Order and track all parts, materials, and equipment for service jobs.
  • Ensure warranty parts are returned to the warehouse promptly by technicians.
  • Maintain organized inventory records and assist in restocking when needed.
  • Submit all warranty claims and track to ensure timely credit from vendors.
  • Maintain detailed records of vendor transactions, including debits and credits.
  • Register all system and labor warranties as needed.
  • Maintain documentation of refrigerants/freon used according to compliance standards.
  • Keep spreadsheets, calendars, and paperwork up to date with accurate data.
Administrative Support
  • Support management with administrative tasks and project coordination as directed.
  • Maintain digital and physical filing systems on a daily basis.
  • Assist with special initiatives or reporting as required.
Qualifications:
  • 2+ years of experience in a similar role (dispatch, service coordination, parts/warranty admin)
  • Excellent organizational and multitasking skills
  • Strong communication and customer service abilities
  • Proficient in scheduling software and Microsoft Office (Excel, Outlook, Word)
  • Highly detail-oriented and self-driven
  • Experience in the HVAC, plumbing, or service industry a strong plus
What We Offer:
  • Competitive pay, based on experience
  • Health, dental, and vision insurance
  • Paid holidays and vacation
  • Opportunities for training and career advancement
  • Additional compensation for after-hours phone duty

Apply Today
If you're a proactive, detail-oriented professional ready to take ownership of service operations, dispatch, and warranty coordination - we want to hear from you

Compensation: $23.00 - $26.00 per hour

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