testing, adjusting and balancing (tab) technician for heating, ventilating and air conditioning (hvac)

Title posted on indeed.com - Administrator, HVAC Service

Posted on September 02, 2026 by Employer details CMS Group LTD

Job details

*Position Overview* The HVAC Administrator is responsible for providing administrative and coordination support to the HVAC Service Department. This position plays a key role in ensuring service calls are scheduled efficiently, technicians are properly dispatched, clients receive timely communication, and service documentation is accurately maintained. Acting as a primary point of contact between customers, service technicians, and the HVAC Service Manager, the HVAC Service Administrator will help maintain an organized and responsive service operation while delivering a high level of customer service. *Key Responsibilities* *Service Call Coordination & Scheduling* * Receive incoming HVAC service requests from clients by phone, email, and other communication channels. * Gather relevant information regarding service issues, equipment, site location, urgency, and client requirements. * Create and maintain service calls/work orders within the company's service management system. * Coordinate and schedule HVAC service technicians based on availability, location, skill set, job requirements, and priority. * Maintain and update the daily and weekly service schedule. * Communicate schedule changes, emergency calls, cancellations, and other updates to technicians and clients. * Assist with coordinating preventative maintenance visits and recurring service requirements. * Monitor outstanding service calls and follow up as required to support timely completion. *Client Communication & Customer Service* * Serve as a primary administrative point of contact for HVAC service clients. * Respond professionally and promptly to client questions and service inquiries. * Provide clients with scheduling information, technician arrival updates, and general service status updates. * Obtain necessary site information, purchase order numbers, authorization details, and other documentation required prior to service. * Follow up with clients regarding outstanding information or next steps when required. * Escalate technical questions, service concerns, complaints, and urgent matters to the HVAC Service Manager. * Support the development and maintenance of positive, long-term client relationships. *Technician Support* * Provide technicians with the information required for scheduled service calls, including client contacts, site details, service history, and work-order information. * Maintain communication with technicians throughout the day regarding scheduling and service requirements. * Assist technicians with administrative questions and documentation. * Follow up on incomplete service documentation, field reports, timesheets, and other required information. * Coordinate return visits or additional service work as directed by the HVAC Service Manager. *Administrative Support* * Provide day-to-day administrative support to the HVAC Service Manager and Chiller Division Supervisor * Prepare, organize, and maintain service documentation, work orders, reports, customer records, and related correspondence. * Assist with preparing service quotations, purchase orders, reports, and other department documentation as required. * Maintain accurate electronic records and ensure service information is entered into company systems in a timely manner. * Assist with tracking open work orders and identifying items requiring follow-up. * Support the collection and organization of information required for service billing and invoicing. * Assist with warranty documentation and service records where applicable. * Coordinate with Accounting, Purchasing, Operations, and other internal departments as required. * Assist the HVAC Service Manager with reporting, document preparation, data entry, filing, and other administrative responsibilities. * Perform other related duties as assigned Pay: $65,000.00-$75,000.00 per year Benefits: * Company events * Dental care * Extended health care * On-site parking * Paid time off Work Location: In person