Commercial HVAC Repair Coordinator

Description

Kalos Services is seeking a Commercial HVAC Repair Coordinator to manage the full lifecycle of commercial repair jobs — from technician diagnosis through completion and billing. This role ensures accuracy, timely communication, and operational efficiency across customers, vendors, and technicians.

The ideal candidate will have strong organizational and technical knowledge of Commercial HVAC/R systems, with a proactive approach to communication, documentation, and follow-through. The coordinator is also responsible for smart procurement decisions, verifying material accuracy, and identifying opportunities to improve system performance and reliability through upgrades or replacements.

This position plays a key role in maintaining workflow continuity between the service field, customers, and internal departments to ensure jobs are completed efficiently and profitably.

Compensation: $52,000 annually, with a commission structure based on completed and profitable repairs.

Schedule - Day Shift, Monday - Friday (On-Site)

Responsibilities

• Coordinate and dispatch commercial HVAC/R repair jobs to technicians based on skill set, workload, and location.
• Track repairs from diagnosis through completion using Kalos Web, spreadsheets, and Work Engines.
• Communicate clearly with customers regarding repair status, parts availability, and scheduling updates.
• Prepare and manage repair quotes, ensuring timely submission, follow-up, and customer authorization.
• Procure materials and equipment using cost-conscious purchasing strategies—sourcing, pricing, and ordering parts efficiently without compromising quality or timelines.
• Verify all incoming parts and materials for accuracy and completeness upon delivery to prevent field delays or job interruptions.
• Maintain vendor relationships, tracking pricing performance and delivery reliability.
• Collaborate with Account Managers to facilitate system replacement quotes or larger upgrade proposals when repair costs or equipment conditions justify full replacement.
• Support warranty processing, including documentation, parts returns, and manufacturer coordination.
• Work closely with dispatch, service managers, and accounting to ensure seamless job flow and accurate billing.
• Maintain service records, job notes, and documentation with precision and attention to detail.
• Prioritize urgent or emergency calls, balancing technician workloads and client needs.
• Identify recurring issues or inefficiencies in repairs and communicate process improvement ideas to management.
• Recommend system improvements, Maintenance or upgrades that enhance performance, reliability, and energy efficiency based on customer needs
  
  

Requirements

• Experience in HVAC or refrigeration, preferably refrigeration-focused.
• Strong technical knowledge of HVAC systems, components, and repair workflows.
• Proficient in quoting and pricing parts accurately and competitively.
• Excellent communication skills for customer follow-up, approvals, and updates.
• Resourceful problem-solver with the ability to handle parts, pricing, and scheduling issues quickly.
• Ensure complete accuracy in quotes, service logs, and documentation.
• Proficiency in job tracking or dispatching software (ServiceTitan experience is a plus).
  
  

Core Competencies

• Attention to detail and accuracy
• Initiative and follow-through
• Clear and professional communication
• Strong organizational and time management skills
• Customer-centered problem solving
• Procurement awareness and vendor accountability
  
  

Preferred Qualifications

• Previous experience coordinating service work in a commercial mechanical or refrigeration company.
• Familiarity with supermarket or large-scale refrigeration systems.
• Spanish-English bilingual is a plus.
  
  

What We Offer

• Competitive compensation based on experience
• Full-time position with long-term growth potential
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and holidays
• A positive, team-first environment where your contributions matter
  
  

Benefits

At Kalos, we believe in supporting our employees both at work and in life. That’s why we offer a comprehensive and affordable benefits package designed to meet your health, financial, and personal needs.

Our Benefits Include

Health Insurance:

• $500 deductible with significant savings—our employees pay 58% less for insurance than the average employer in Florida.
• Direct Primary Care membership for same-day or next-day appointments.
• $0 Copays for Primary Care visits, Diagnostic Medical Imaging, and Mail-Order Pharmacy (250 brand/specialty medications).
• Access to a Care Concierge Team to help you navigate healthcare, schedule appointments and manage your medical bills.
• $0 copays for Mental Health Counseling.
  
  

Dental Insurance

• Full coverage for preventive care.
  
  

Vision Insurance

• $10 for exams and $25 for lenses.
  
  

Additional Perks

• $10,000 in free life insurance for all employees, with options for additional life and accident insurance.
• Short-term and long-term disability coverage.
• 24/7 telemedicine access.
• Free cancer treatment with select providers.
• Free Employee Assistance Program (EAP) for personal support.
  
  

For more details, visit kalosflorida.healthcare.

Kalos is an Equal Opportunity Employer. We are committed to providing fair and equal employment opportunities to all qualified individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

We value diversity and inclusion across our teams and encourage individuals with disabilities to apply. If you require a reasonable accommodation during the application or interview process, please contact our HR team at HR@kalosflorida.com.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.