Service Coordinator in Addison, Illinois at Premier Mechanical Inc

Position Overview

As a Service Coordinator, you are the cornerstone of the Service Department — responsible for managing the full lifecycle of service work: from initial inquiry to quoting, dispatch, billing, and collections. This role requires a solution-driven self-starter who thrives under pressure, works independently, and takes ownership without constant oversight. You'll manage service quotes, dispatching, customer communications, and billing. Success in this role requires strong coordination skills, high attention to detail, and the judgment to act decisively in fast-moving situations.

Principal Responsibilities

Field Operations & Resource Coordination

• Collaborate with the Service Manager to plan and schedule all service work, including requests initiated by the Construction Department.

• Dispatch technicians for service calls, preventive maintenance, repairs, and construction assists; strategically assigning based on skill set, job requirements, and opportunities for training and development.

• Maintain ownership of assigned schedules and communicate changes promptly.

• Coordinate assigned work from initiation through completion while maintaining clear communication with all stakeholders.

• Adjust daily schedules based on technician availability and job changes.

• Procure parts and materials, coordinate jobsite tools, cranes, lifts, and shop truck dispatch.

• Schedule and manage subcontractors for HVAC-related repairs and installations.

Invoicing, Cost Reconciliation & Accounts Receivable

• Review technician notes and supporting documentation to generate accurate and detailed invoices.

• Reconcile job costs (labor, materials, rentals, subcontractors) before billing.

• Generate timely invoices and support accounts receivable activities as assigned.

• Review accounts receivable aging reports, document customer communications, and escalate significant concerns as necessary.

• Identify discrepancies promptly and work toward timely resolution.

Quoting & Estimating

• Analyze technician notes and service data to produce accurate, detailed quotes.

• Identify patterns and ensure quotes reflect the full scope of work and customer needs.

• Verify that pricing and supporting documentation are complete and accurate before work proceeds.

Administrative & Stakeholder Support

• Coordinate with project managers, account managers, and internal teams to support service work and ensure customer satisfaction through clear, professional communication.

• Maintain accurate customer records, site information, service histories, and supporting documentation.

• Maintain accurate and timely information within company systems, logs, trackers, and other designated systems of record.

• Manage tax exemption certificates and coordinate insurance documentation.

• Promote a safe and compliant work environment.

• Identify opportunities for continuous improvement and assist in developing new processes and procedures when necessary.

Work Ethic & Culture Fit

We value people who:

• Take ownership of their work and maintain high standards of quality and accountability.

• Exercise sound judgment and communicate professionally.

• Use tools such as artificial intelligence and automation to improve efficiency and accuracy.

• Demonstrate initiative rather than waiting for direction.

• Understand that the absence of an established process does not prevent progress and are willing to develop solutions when needed.

• Escalate concerns promptly rather than allowing problems to remain unresolved.

• Adapt quickly to changing priorities and operational demands.

• Handle feedback professionally and implement changes when necessary.

• Show up, follow through, and go the extra mile when needed.

• Understand that operations succeed through teamwork, communication, and accountability rather than titles.

Additional Responsibilities

The responsibilities outlined above describe the general nature and scope of the position and are not intended to be an exhaustive list of duties and responsibilities.

Operational needs evolve continually, and employees may be assigned additional responsibilities as business needs require.

Requirements

• Previous HVAC service or coordination experience strongly preferred

• A solution-oriented mindset and ability to work independently

• Proven ability to thrive in a fast-paced, high-pressure environment

• Exceptional organizational skills with the ability to manage competing priorities

• Excellent judgment and discretion when handling sensitive or time-critical issues

• A reliable, responsive, and positive work ethic with high standards for quality and integrity

• Meticulous attention to detail, especially in quoting, invoicing, and documentation

• The ability to receive and implement feedback without taking it personally

• Strong written and verbal communication skills

• Comfort with technology and a willingness to leverage tools like AI to improve workflows

• Consistent and reliable attendance