HVAC/R Service Coordinator

Overview CoolSys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management. With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions. Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization. We also offer engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi-site rollouts across states. CoolSys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals. No wonder Newsweek named CoolSys one of America’s Greatest Workplaces! We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include: Competitive pay: $25-$32/hr depending on experience Benefits: Medical, Dental, Vision and Prescription coverage. Paid vacation, holidays, and floating holiday. 401(K) with Company match. Company sponsored life insurance, as well as optional AD&D, short and long-term disability. Tuition reimbursement. Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more. Pet Insurance. Legal Plan, and ID Theft Protection. Responsibilities JOB SUMMARY: The Coordinator, Service provides coordination support for Service Managers regarding business execution. This is a dynamic position that includes: facilities maintenance, dispatch, purchasing, PM tracking, inventory, fleet, training, safety, and technician interface for any general administrative support. ESSENTIAL DUTIES AND RESPONSIBILITIES Establish a solid rapport with the Service Managers and Technicians within assigned branch to ensure efficient communication. Works closely with area manager to help support all facility safety and requirements and needs. Provides coordination with dispatch in regard to any type of technician scheduling: advising dispatch that parts have arrived, supports with scheduling and prioritizing follow-ups, provides ETA on parts to required departments Provides coordination with purchasing department - works with purchasing to ensure correct parts are order when they have questions. Monitor and approve tool purchases. Holds purchasing team accountable to ensure all purchase orders are consistently closed. Is the liaison between purchasing and vendors to process all returns in a timely fashion and documents all returns to help maintain cost visibility. Assist Preventative Maintenance management team to schedule and complete preventative maintenance utilizing pre-selected field resources within branch. Responsible for verifying and confirming all parts obtained and current location notes are readily available to field technicians prior to dispatching service. Works with area managers and operations manager on all inventory needs such as: coordinate physical inventory, refrigerant management, and monitor, evaluate, and minimize truck stock per truck, manage any replenishment orders, consistently keep track of all obsolete and excess inventories. Works with local vendors on the selling of any unneeded inventory. Coordinate and support bid process, help with bid approval and submittal where appropriate. Order cranes, subcontractors etc. Field technician interface for any general administrative issues - works with PM group to ensure schedules are met, assist with approval tool, coordinate with technicians on any missing forms or timecard issues, assist service manager on call schedules On-board new technicians, training, track safety progress of each team assigned and tracking of PPE. Coordinates required vehicle testing and training at hire and annually, schedules technicians annually to attend after one of the monthly meetings to standby and attend their annual training day. Create and maintain departmental website and databases Performs work with awareness of process improvement and notifying Operations Leaders of any potential or existing issues Embodies the CoolSys CARES culture (Collaboration, Accountability, Respect, Empowerment, Safety). All Other duties as assigned Qualifications JOB REQUIREMENTS Education / Training High school diploma or GED 2-3 years of work experience Work Experience & Skills Excellent customer service skills with both internal and external customers. Ability to communicate effectively, both verbal and in writing Proficiency with Microsoft office automation products such as Word, Excel Detail-oriented Ability to work independently and in a team-oriented environment Proficient typing skills to properly document dictation to update systems Ability to understand and follow all company policies and procedures and all applicable State and Federal laws. Ability to use typical business tools including E-Mail, Word, Excel, etc. PHYSICAL DEMANDS AND WORK ENVIRONMENT The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment This job operates in a clean, well-lit and climate-controlled professional office environment with minimal physical hazards and noise. This role routinely uses standard office equipment such as computers, phones, printers, etc. Physical Demands While performing the duties of this job, the employee is regularly required to stand, sit, walk, talk, hear, and use hands and fingers to operate office equipment. The employee is occasionally required to reach, stoop and kneel. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and color vision. Join Us Today, there are 27 different companies that make up the CoolSys family of brands. Our valued employees are at the heart of our continued growth and success. We invite you to be part of that growth! Connect with us on Facebook and X. CoolSys is an EEO/AA Employer.  All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics are encouraged to apply.   Pre-employment background screening (criminal and MVR for driving positions) and drug testing are required for all positions. CoolSys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance.