Job Title: HVAC Maintenance Coordinator

Location: New York City, NY
Employment Type: Full-Time

About Us

For over 75 years, we have been one of New York City’s premier commercial HVAC contractors, delivering exceptional service, maintenance, installation, and design-build solutions to thousands of clients throughout the metropolitan area. With a team of highly trained technicians, project managers, and support professionals, we are committed to operational excellence, customer satisfaction, and innovative mechanical solutions.

We are seeking a highly organized and customer-focused HVAC Maintenance Coordinator to support our growing service department. This position plays a critical role in coordinating preventive maintenance programs, scheduling technicians, managing service requests, and ensuring clients receive a first-class customer experience.

Position Summary

The HVAC Maintenance Coordinator serves as the primary administrative and operational support resource for the maintenance department. This individual will work closely with service managers, field technicians, customers, and vendors to coordinate maintenance schedules, monitor contract compliance, process service documentation, and ensure timely communication with all stakeholders.
The ideal candidate thrives in a fast-paced environment, possesses exceptional organizational skills, and has previous experience coordinating service operations within the HVAC, mechanical contracting, facilities management, or construction industries.

Key Responsibilities

• Coordinate preventive maintenance schedules for commercial HVAC service contracts.
• Schedule and dispatch technicians for maintenance visits and service calls.
• Monitor contract renewal dates and assist with customer retention efforts.
• Create and manage work orders, service tickets, and maintenance documentation.
• Communicate with customers regarding maintenance schedules, service updates, and follow-up activities.
• Ensure service reports are completed accurately and submitted in a timely manner.
• Track maintenance contract performance and service completion metrics.
• Maintain accurate customer records within CRM and service management software.
• Support invoicing processes by verifying service documentation and contract details.
• Coordinate equipment inspections, seasonal maintenance programs, and compliance-related activities.
• Assist management with reporting, KPI tracking, and operational analysis.
• Respond professionally to customer inquiries and service-related concerns.
• Collaborate with operations, accounting, sales, and field personnel to ensure seamless service delivery.

Preferred

• Assist with identifying upsell opportunities for equipment replacement, repairs, and energy efficiency improvements.
• Support implementation of process improvements and service department initiatives.
• Participate in customer meetings and maintenance program reviews.
• Assist with vendor coordination and parts procurement activities.

Qualifications

• High school diploma or GED.
• Minimum 3 years of experience in a service coordination, dispatch, maintenance administration, or customer service role.
• Strong proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Customer-focused mindset with strong problem-solving skills.
• Experience managing schedules and coordinating field personnel.
• Ability to work onsite in the New York City area.
• Associate or Bachelor’s degree in Business Administration, Operations Management, or a related field.
• Previous experience in commercial HVAC, mechanical contracting, building services, facilities management, or construction.
• Experience using service management software such as ServiceTrade, ServiceTitan, Successware, Salesforce, NetSuite, or similar platforms.
• Knowledge of HVAC terminology, maintenance programs, and commercial building systems.
• Understanding of union workforce environments.