Service Installation Coordinator HVAC

Job Summary

The Service Installation Coordinator is responsible for coordinating residential and commercial propane equipment and tank installations from initial customer commitment through completion. This position schedules installation work, coordinates internal departments and subcontractors, communicates with customers, and ensures installations are completed safely, efficiently, and in accordance with company standards. The coordinator serves as a key communication link between Sales, Delivery, Service, Installation, Jurisdictional, and customers while supporting Palmer Gas & Oil's core values of Friendly, Simple, and Safe.

WORK HOURS Normal work schedule is 8 hours between the hours of 7 am and 5 pm with a 1-hour lunch break. Occasionally, during our busy season, additional hours may be required to meet our business needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Scheduling & Dispatch

• Schedule equipment, tank, and gas line installations using BlueCow dispatch software.
• Generate and maintain accurate work orders.
• Dispatch scheduled and emergency installation work.
• Monitor daily schedules and adjust as priorities change.
• Coordinate technician schedules to maximize efficiency and productivity.

Customer Communication

• Contact customers to schedule installations and site visits.
• Confirm customer readiness, expectations, and appointment details.
• Make reminder calls for upcoming appointments.
• Respond professionally to customer questions, concerns, and installation issues.
• Escalate customer concerns to management when appropriate.

Coordination

• Coordinate excavations, underground tank installations, gas line work, and DigSafe notifications.
• Coordinate subcontractors including electricians, plumbers, chimney contractors, and excavators.
• Verify all required site preparations have been completed before installation.
• Coordinate inspections and permits as required.

Administrative Responsibilities

• Monitor department voicemail, shared email inboxes, answering service messages, and BlueCow log notes.
• Research historical work orders using BlueCow and DocStar.
• Update customer accounts and installation records.
• Process completed sales paperwork.
• Coordinate equipment ordering and installation dates.
• Maintain department reports and tracking systems.
• Coordinate department meetings, training, vehicle maintenance, and administrative updates.

Team Support

• Cross-train and provide backup support to other coordinators.
• Assist other departments during periods of high workload.
• Identify scheduling bottlenecks and recommend process improvements.
• Track installation callbacks and recurring issues.

Safety & Company Standards

• Promote and support Palmer Gas & Oil's Friendly, Simple, Safe culture.
• Follow all company safety policies and procedures.
• Report all accidents, injuries, and safety concerns immediately.
• Complete additional duties as assigned.

EDUCATION/EXPERIENCE Associate degree in Business Administration or related field preferred, or an equivalent combination of education and three to five years of scheduling, dispatch, customer service, or administrative experience. Experience in the propane, HVAC, construction, or home services industry is preferred. Must be able to pass PERC Education Program (PEP).

Pay: $25.00 - $33.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $25 - $33