HVAC Service Coordinator at Carolina Mechanical Group in Raleigh, NC

Description

With deep roots in the Raleigh-Durham area, our team has proudly served the community for decades. As a trusted partner in the residential home building industry, we are known for our unwavering commitment to craftsmanship, reliability, and enduring partnerships.

Specializing in single-family HVAC and electrical installations, we’ve built a strong reputation for delivering consistent quality and developing long-term relationships with clients, builders, and general contractors alike.

We are actively seeking qualified candidates for the HVAC Service Coordinator position to join our award-winning team.

Great Reasons to Join:

• 10x Employee Voted Top Workplace
• Highly Competitive Wage
• Excellent Benefits Package (Health/HSA/Vision/Dental/Life/STD/LTD/Accident and Critical Illness)
• $15k Company Paid Life Insurance 
• 401(k)
• Employee Stock Ownership Plan (We are 100% employee owned)
• Training and Support
• Paid Time Off and Paid Holidays
• Advancement Opportunities
• Paid Apprenticeship and Educational Reimbursement

Standard Work Schedule:

• Monday - Friday 7:00am - 4:00pm. MUST be willing to be flexible as jobs may change.  

Position Summary:

A HVAC Service Coordinator plays a critical role in supporting service department operations, field staff, and customer satisfaction. This position manages communication, scheduling, documentation, and project coordination while ensuring efficient service delivery and administrative support.   

Position Responsibilities:

• Respond to all service inquiries—calls, emails, online requests, and vendor portals—in a professional and timely manner.
• Schedule service appointments, dispatch technicians, and manage multiple service calendars and on-call rotations.
• Maintain and update job records, including job cost entry, customer setup, contracts, and service details.
• Coordinate with builders, homeowners, vendors, and internal departments to align on job requirements, permitting, inspections, and project logistics.
• Support service technicians and project staff with quotes, parts procurement, invoicing, warranty filings, and job packets.
• Assist with timesheet verification, payroll coordination, and technician performance tracking.
• Manage receivables, ensure timely collections, and forward builder-responsible invoices as needed.
• Maintain organized electronic and paper filing systems for customer and vendor records.
• Prepare cost estimates and billing for service and small contract jobs; track project P&L and assist in weekly reporting.
• Additional duties as assigned.

Qualifications: 

• Required: High school diploma or GED.
• Required: 1–2 years of administrative, dispatch, or service coordination experience in a trade or construction environment.
• Required: Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Preferred: Experience using service management or dispatch software.
• Preferred: Familiarity with local permitting and inspection processes.
• Preferred: Knowledge of commercial or residential construction.

Physical Demands:

• Must be able to sit at a desk and/or computer for prolonged periods of time. 
• Occasionally lift and move up to 25 lbs.

Benefits and Compensation:

We provide a comprehensive package of employee benefits including: Medical, Dental, Vision, Life/AD&D; additional voluntary benefits such as STD, LTD, Critical Illness, Accident Insurance, paid vacation, and holidays; 401(k) and company paid Life Insurance, and we are 100% Employee Owned.

Must be able to pass a pre-employment drug screen and background check.

EEO Statement:

We are proud to be an Equal Opportunity Employer and will provide employment opportunities to all employees and applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws and prohibit discrimination and/or harassment of any kind.