Customer Service & Administrative Coordinator (HVAC)
Posted an hour ago
Worldwide
⭐
2-5 years experience
Please mention DailyRemote when applying
AI Summary
The role involves managing incoming customer calls and emails to schedule service calls and coordinate technician calendars. Additionally, the coordinator is responsible for invoicing, maintaining customer records, and ensuring smooth day-to-day HVAC operations.
This is a remote position.
About the Role
We are looking for a highly organized, customer-focused Customer Service & Administrative Coordinator to join our growing HVAC company.
This is much more than a typical receptionist role. We're looking for someone who can think ahead, solve problems, communicate professionally, and genuinely care about providing an outstanding customer experience.
HVAC industry experience is a strong plus, but we're also open to someone with exceptional customer service skills who is eager to learn.
Responsibilities
- - Answer incoming customer calls professionally and confidently.
- - Respond to emails promptly and accurately.
- - Schedule service calls and coordinate technician calendars.
- - Create and send invoices.
- - Keep customer records organized and up to date.
- - Communicate with customers regarding scheduling, delays, and follow-ups.
- - Help prioritize urgent service requests.
- - Work closely with the team to ensure smooth day-to-day operations.
What We're Looking For
- - Excellent spoken and written English.
- - Friendly, professional, and empathetic phone presence.
- - Strong organizational and multitasking skills.
- - Ability to stay calm and make good decisions in a fast-paced environment.
- - A proactive mindset—you don't simply follow scripts; you think through situations.
For example:
- - If the schedule is already full, you can confidently explain the situation and work with the customer to find the next best available appointment.
- - You understand that every customer has a different level of urgency and know how to balance excellent service with realistic scheduling.
- - You communicate with confidence while making customers feel heard and cared for.
Preferred Qualifications
- - Previous experience in HVAC, plumbing, electrical, construction, or another home service industry.
- - Familiarity with common HVAC terminology and equipment.
- - Basic understanding of common HVAC issues and error codes (or the ability to learn them quickly).
- - Experience with invoicing and scheduling software is a plus.
You're a Great Fit If You...
- - Enjoy helping people.
- - Learn new systems quickly.
- - Have excellent attention to detail.
- - Can prioritize multiple tasks without getting overwhelmed.
- - Take ownership of your work instead of waiting to be told what to do.
- - Naturally look for solutions rather than simply reporting problems.
We're looking for someone who will become a dependable part of our team, provide exceptional customer service, and help keep our office running smoothly every day.
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