Front Desk Service Coordinator

Company Description

DocAir has been helping Middle Tennessee homeowners and businesses keep their spaces healthy and comfortable since 2002. As a locally owned and operated company, we take pride in serving our community with solutions that really work for our climate and homes. We focus on finding and fixing the root causes of poor air quality—not just covering up the symptoms. Our team provides practical, cost-effective solutions that help you breathe cleaner air, save on energy costs, and protect your home’s value. At DocAir, we care about creating healthier homes and better living environments for every customer we serve.

Role Description

The Front Desk Service Coordinator serves as the central point of communication between customers, field crews, and vendors. This role blends front desk responsibilities, scheduling, and operations coordination — helping manage inbound calls, schedule jobs and estimates, handle materials orders, and keep projects organized from start to finish. This is a full-time, onsite role.

If you’re a detail-oriented, people person, this is a great opportunity to join a busy and growing service company where you’ll make an immediate impact.

Key Responsibilities

Customer & Front Desk Support

• Answer inbound calls and emails promptly and professionally
• Assist customers with scheduling service appointments and estimates
• Follow up on inbound leads and ensure all customer information is accurately entered into our system
• Provide friendly, professional service as the first point of contact for the company

Scheduling & Dispatch

• Schedule crews and subcontractors efficiently based on job type, availability, and location
• Coordinate with field teams to confirm daily assignments and handle any changes or reschedules
• Maintain calendars for estimates, service appointments, and project timelines

Operations & Project Coordination

• Support the operations team in tracking job progress and ensuring materials and labor are ready on time
• Order and manage inventory for upcoming projects
• Communicate with vendors, suppliers, and subcontractors to confirm deliveries and availability
• Prepare job folders and documentation for field crews

Administrative Support

• Update job records in job management software
• Assist with purchase orders, invoices, and job closeouts
• Provide general administrative support to management as needed

What We're Looking For

• 2 years in a customer service, scheduling, or coordination role — preferably in HVAC, plumbing, construction, or another service-based industry
• Strong Interpersonal Skills and Professional Phone Etiquette
• Experience in Appointment Scheduling
• Proficiency in Receptionist Duties
• Administrative Assistance Skills
• Excellent organizational and multitasking abilities
• Ability to maintain a friendly and professional demeanor at all times

Compensation & Benefits

• Pay range: $50,000 – $60,000 per year (based on experience)
• Employment type: Full-time, hourly or salary (depending on experience)
• Paid time off and holidays
• 401(k) Match
• Medical and Dental insurance
• Performance-based bonuses
• Opportunities for growth within the operations and management team

Schedule

• Monday-Friday, 7:30 a.m. to 4 p.m.