Commercial HVAC Coordinator

Commercial HVAC Coordinator

For over 40 years, Hoffmann Brothers has served as the premier HVAC, Plumbing, Electrical, and Appliance Repair service and installation contractor in the St. Louis area. With an aggressive expansion campaign, we are now growing at an exciting rate, facing new challenges as we transform our business and enter new geographic and service markets, such as Nashville, TN and Denver, CO.

Over the last ten years, Hoffmann has grown from a small family business of 50 employees to a 600-member, multi-market organization with significant aspirations for further growth. We recognize that the quality of our people enables this growth, and now is your chance to join our team.

Position Overview

The Commercial HVAC Coordinator is responsible for the seamless coordination of commercial HVAC service, maintenance, and installation operations. This role serves as the central point of contact for customers, field professionals, and internal teams to ensure timely scheduling, accurate documentation, and exceptional customer service. The ideal candidate is organized, proactive, and able to manage multiple moving parts with strong attention to detail.

Primary Responsibilities-

Commercial Service & Maintenance:

• Manage and optimize the commercial HVAC service schedule.
• Schedule and confirm monthly maintenance visits with customers via phone and email.
• Order filters and coordinate with the warehouse as needed.
• Maintain and update customer account information (e.g., points of contact, hours of operation).
• Correct and adjust maintenance schedules as needed.
• Audit service calls to verify accurate account information (e.g., business name, POC, payment method, priority level).
• Coordinate and follow up with field professionals and supply houses regarding parts and return visits.
• Collect payments when applicable.
• Manage the Hold Job Report and ensure timely resolution.
• Coordinate part deliveries with runners and warehouse staff.
• Maintain and update internal scheduling documents.
• Act as the first point of contact (POC) for field professionals, customers, and internal teams.
• Enter new and renewal maintenance agreements into the system.
• Assist with maintenance agreement bids, including creating proposals and scheduling site visits.

Daily Operational Tasks:

• Monitor and respond to commercial HVAC email inboxes promptly.
• Coordinate with the warehouse for part/equipment needs.
• Audit commercial service and install time sheets for accuracy.
• Dispatch field professionals for service and maintenance tasks.

Commercial Install Coordination:

• Set up new jobs in ServiceTitan based on project manager-submitted checklists.
• Create staging tasks for materials and issue purchase orders for equipment, cranes, etc.
• Coordinate installation schedules with customers and internal teams.
• Schedule and coordinate equipment pick-up/delivery with the warehouse.
• Arrange and manage crane operations and start-ups.
• Manage permit and inspection scheduling for install projects.
• Audit installation invoices, including:
• Equipment entry and warranty information
• Invoice summary review
• PO and material reconciliation
• Final invoice delivery to customer

Qualifications:

• Experience in commercial HVAC service or coordination (preferred).
• Proficiency in scheduling, email communication, and data entry.
• Strong organizational and time management skills.
• Familiarity with ServiceTitan or similar field service management software is a plus.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.