Service Project Coordinator

POSITION SUMMARY:
The Service Project Coordinator plays a critical role in ensuring the successful execution of quoted service projects. This role manages scheduling, procurement, and communication between customers, suppliers, and internal teams. The ideal candidate is detail-oriented, responsive, and thrives in a fast-paced environment where precision and professionalism matter.

KEY RESPONSIBILITIES:

Project Coordination

• Launch approved service projects based on finalized estimates and scopes.
• Collaborate with dispatch team to schedule technicians and subcontractors to meet project timelines.
• Track job progress and proactively resolve scheduling or resource conflicts.
• Ensure all required materials and labor are in place for timely execution.

Customer & Supplier Communication

• Serve as the main point of contact for assigned service projects
• Provide customers with regular updates on scheduling, progress and material status.
• Communicate project changes, delays, or issues clearly and professionally.
• Coordinate with suppliers and vendors to confirm availability, delivery timelines, and order accuracy.
• Identify alternate vendors or parts options when delays or cost issues arise.

Procurement & Logistics

• Order parts, equipment, and materials per approved scope.
• Track deliveries and ensure timely staging for field teams.
• Manage purchase orders, warranty claims, and vendor relationships.

Documentation & Billing Support

• Maintain accurate records of service reports, project milestones, and communications.
• Ensure all documentation is complete and submitted for billing and closeout.

KEY PERFORMANCE INDICATORS (KPIs):

• = 95% of service projects executed within the approved cost budget.
• = 90% of approved service quotes transitioned to active projects within 2 business days.
• = 90% positive feedback from post-project surveys regarding work performance and communication.

JOB TYPE:

• Full-Time, Hourly Non-Exempt

WORK LOCATION:

• Primary Office – Charleston

APPLICATION PROCESS:

• Interested candidates should submit a resume, cover letter, and professional references. We offer a competitive compensation package, opportunities for professional development, and a dynamic work environment.

QUALIFICATIONS:

• 3–5 years of experience in commercial HVAC, mechanical service coordination, or project support.
• Strong organizational and multitasking skills.
• Strong problem-solving skills with the ability to anticipate needs before they arise.
• Excellent communication and customer service abilities.
• Familiarity with service management software and Microsoft Office Suite
• High school diploma or equivalent required.

WORK ENVIRONMENT:

• Office-based with frequent field visits to job sites or customer locations.
• Fast-paced, collaborative environment focused on service excellence.
• Must be able to climb ladders and work in production environments.
• Occasionally you may need to lift or move 10-50 pounds.
• Proper PPE and Safety requirements must be met.

SCHEDULE:

• Full-time position with standard business hours and occasional extended hours to accommodate client needs.

OTHER DUTIES:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the teammate for this job. Duties, responsibilities, and activities may change at any time with or without notice.