HVAC Service Dispatch & Proposal Coordinator

Company Description C&S Service and Controls, Inc. provides commercial HVAC service, preventive maintenance, and building controls to facility owners and managers. Our technicians are in commercial buildings everyday handling everything from routine maintenance to emergency repairs, and our office team is what keeps that work organized, funded with the right parts, and translated into proposals clients can act on quickly.

Role Description The HVAC Service Dispatch & Proposal Coordinator is a full-time, on-site role based in Amityville, NY. This role is responsible for coordinating and scheduling HVAC service calls, dispatching technicians, and monitoring job status to ensure timely completion. The position includes preparing service proposals and quotes, gathering technical and pricing information, and following up with customers on approvals and scheduling. Daily tasks involve responding to customer inquiries, prioritizing service requests, maintaining accurate records in the dispatch system, and collaborating with the service and installation teams to optimize workflow. The coordinator also assists with tracking preventive maintenance agreements, organizing documentation, and supporting overall service department efficiency.

Responsibilities:

•  Dispatch and coordinate field technicians' daily schedules, prioritizing emergency service calls alongside routine maintenance visits.
•   Source parts and equipment from vendors and distributors, tracking pricing, availability, and lead times to keep jobs on schedule.
• Prepare and send service and repair proposals to commercial clients, working from technician diagnostics and field estimates.
• Serve as the primary point of contact between field technicians, vendors, and clients for the life of each job.
• Track work orders, parts orders, and proposal status through to completion, following up before things fall behind.
•  Maintain accurate, up-to-date records in the company's dispatch and service management system.

Required Qualifications

•  3 years of experience in HVAC, mechanical, or trades-industry dispatch, service coordination, or parts sourcing.
• Working familiarity with HVAC parts, equipment, and vendor networks.
• Strong written communication skills, with experience drafting client-facing proposals or estimates.
• Comfortable managing phone, email, and dispatch software simultaneously in a fast-paced office environment.
• Highly organized, with the follow-through to track multiple jobs at once without letting details slip.

Preferred Qualifications

• Experience with HVAC service management or dispatch software (e.g., ServiceTitan, FieldEdge, Davisware).
• Background in commercial HVAC controls or building automation systems.
• Prior experience preparing formal service or maintenance proposals for commercial clients.

Compensation:

• $45-$55 per hour, based on experience
• Dental & Health Insurance
• 401K after 1 year of employment