Daily Operations Coordinator

This is not all inclusive.

Position Summary

The HVAC Operations Coordinator is responsible for ensuring the daily operations of Pro Solutions Air run efficiently. This role serves as the communication hub between customers, technicians, and office staff while providing exceptional customer service, scheduling appointments, managing ServiceTitan workflows, processing warranties, and monitoring jobs throughout the day.

Primary Responsibilities

Customer Service

• Answer incoming phone calls professionally 
• Schedule service calls and installations 
• Respond to customer questions 
• Handle customer concerns with empathy and professionalism 

Dispatch & Scheduling

• Dispatch technicians efficiently 
• Optimize daily routes 
• Monitor technician progress throughout the day 
• Adjust schedules for emergencies 
• Keep customers updated on arrival times 

ServiceTitan Management

• Manage and update all jobs in ServiceTitan 
• Complete technician invoices 
• Review notes and photos 
• Ensure jobs are closed correctly 
• Verify invoices before completion 

Warranty Administration

• Register new equipment warranties 
• Process manufacturer warranty claims 
• Track warranty approvals 
• Maintain warranty records 

Administrative Duties

• Review completed jobs 
• Follow up on unsold estimates 
• Assist with memberships 
• Process paperwork 
• Maintain accurate customer records 
• Calculate Payroll Tech Spiffs ++ 

Team Support

• Assist technicians with job information 
• Coordinate with installers 
• Support the owner with daily operations 
• Help maintain smooth office workflow 

Qualifications

• Experience using ServiceTitan (Required) 
• HVAC office experience preferred 
• Excellent customer service skills 
• Strong organizational abilities 
• Ability to multitask in a fast-paced environment 
• Professional phone etiquette 
• Proficient with Microsoft Office and Google Workspace 
• Detail-oriented 
• Positive attitude 
• Team player 

Ideal Candidate

We're looking for someone who is:

• Friendly and outgoing 
• Highly organized 
• Calm under pressure 
• Self-motivated 
• Dependable 
• A problem solver 
• Passionate about helping customers