HVAC Service Coordinator at Aero Mechanical Inc – Johnston, Rhode Island

Aero Mechanical Inc. seeks a motivated and experienced Commercial HVAC Service Coordinator to join our team in this on-site role. You will be responsible for receiving incoming calls from our clients for troubleshooting and repairing HVAC equipment, ensuring quality response times and overall client satisfaction while handling an efficient and productive schedule for our technicians. Your energetic approach will help us deliver exceptional service while maintaining efficient operations.
KEY RESPONSIBILITIES

1. Answers incoming calls and emails from clients and directs them to appropriate team members.
2. Confirms service calls and quoted repairs with clients and coordinates with appropriate team members based on type of job.
3. Coordinates schedules with service techs using Sage 100 dispatch board.
4. Performs "collection" calls with customers through regular contact to ensure payments are made timely and all necessary documentation is received
5. Acts as a communication liaison between the Service Technicians, the sales team, and our clients.
6. Reviews/Processes vendor invoices.
7. Processes deliveries to shop.
8. Reviews daily service reports.
9. Keeps all client records accurately updated in work order system.
10. Reviews service tech payroll - calculates and enters on-call pay each week.
11. Reviews/processes annual renewals - preventative maintenance contracts.

QUALIFICATIONS
To be successful in this role, you should have the following:

• Prior experience in a similar role with a commercial HVAC service team is required.
• Must be able to work additional hours when emergency situations arise.
• Excellent time management and organizational skills.
• Strong attention to detail required to ensure accurate scheduling, proper job assignment, correct customer information, and precise documentation of service calls and work orders.
• Self-starter attitude and not afraid to give directions when needed.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving ability to quickly assess and resolve scheduling conflicts, technician availability issues, emergency service needs, and customer concerns, often in real time.
• Professional attitude towards all clients, vendors, and employees.
• The ability to collaborate and work in a dynamic team environment.
• Solid communication skills, both written and verbal.
• Strong Microsoft Outlook skill.

About the Company:
At Aero Mechanical, Inc., we are dedicated to delivering high-quality service on time and at competitive prices. Our reputation for reliability, quality, and performance is built on attention to detail and a collaborative approach to every job—from large-scale design-build initiatives to specialized service work. Our strong client relationships and referrals from general contractors, design professionals, and property owners underscore our commitment to excellence.

What we offer in return:

• Working for a well-established, growing company.
• A competitive Wage/Salary!
• Comprehensive benefits including: Company health, dental, vision and HRA (with very reasonable payroll deduction, 401K with discretionary company match and profit sharing, basic life insurance, PTO- vacation, sick and paid standard and floating holidays.
• A great schedule working M-F 7:00am to 3:30PM (with some overtime as needed).
• Work with our outstanding and dedicated team of professionals who are committed to our company's growth.
• Work for a company whose values include: Integrity, Hard Work and Exceptional Service.

COME JOIN OUR TEAM!
To Apply
If you have the appropriate experience and want to move your career in a positive direction working for an exceptional company, you need to apply now. Don’t miss out!
Equal Employment Opportunity Commitment
Aero Mechanical is an equal opportunity employer and is committed to ensure equal treatment for all individuals in all of its employment related policies and practices, including providing equal employment and advancement opportunities to all individuals, employment decisions based on merit, qualifications, and abilities. Aero Mechanical does not discriminate in employment opportunities or practices on the basis of age, ancestry or national origin, disability status, marital status, race or color, religion, sex (including sexual orientation, gender identity or expression, and pregnancy, childbirth and related medical conditions), genetic information, protected veteran status or any other characteristic protected by law.