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Job Title : Remote Operations & Service Coordinator
Job Summary:
We are seeking a highly organized and proactive Remote Operations & Service Coordinator to support the daily operations of a growing HVAC company. This role is ideal for a candidate with previous operations, administrative, or team leadership experience who excels at coordinating people, processes, and customer communication in a fast-paced environment. While HVAC industry experience is a strong advantage, we are also open to motivated professionals who are quick learners and eager to be trained on HVAC systems and service operations. The Remote Operations & Service Coordinator will play a key role in ensuring smooth day-to-day business operations by managing customer communications, scheduling service appointments, coordinating technicians, purchasing materials, processing invoices, and maintaining accurate operational records. The ideal candidate is detail-oriented, highly organized, takes ownership of their work, and thrives in a collaborative environment while supporting the company's continued growth.
Key Responsibilities:
Operations Management:
Assist in managing daily company operations and workflow.
Coordinate communication between customers, technicians, suppliers, and office staff.
Improve operational processes and efficiency.
Customer Communication & Scheduling:
Answer customer calls and gather service request details.
Schedule service appointments.
Provide customers with job status updates.
Technician Coordination:
Manage technician schedules and daily assignments.
Support technicians with job-related issues.
Ensure technicians have the necessary information and materials.
Purchasing & Administrative Support:
Order materials and parts.
Coordinate with suppliers.
Assist with warranty-related parts and claims.
Billing & Systems Management:
Create and process invoices.
Monitor completed jobs.
Maintain accurate records in company systems.
Perform billing and collections after the invoicing stage.
Perform other duties related to the position as assigned.
Qualifications & Requirements:
Proficient level of English (written and spoken).
Excellent communication and problem-solving skills, allowing for effective collaboration with clients, vendors, and teammates.
Previous operations or administrative management experience preferred.
Previous experience in a Team Lead, or other leadership role preferred.
Ability to manage multiple responsibilities independently.
HVAC industry experience is a plus but not required.
Strong sense of ownership, accountability, and problem-solving.
Excellent organizational skills with the ability to manage people, schedules, and daily operations.
Eagerness to grow into a key leadership role within the company.
Strong attention to detail and ability to manage multiple tasks in a fast-paced environment.
Strong problem-solving skills with the ability to work independently.
Proficiency with Microsoft Office (Word, Excel, Outlook), and standard business tools (email, spreadsheets, document management).
Out-of-the-box thinker, highly adaptable, reliable, self-motivated, and confident approach.
Ability to quickly learn new systems, software, and workflows.
Ability to understand and follow established processes accurately with minimal supervision.
Ability to work U.S. Eastern Time (New York) business hours and adapt to business needs.
Interested in long-term career opportunities.
Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet.