Operations Coordinator

Description

Summary/Objective

The Operations Coordinator works under the direction of the Operations Manager and is responsible for the day-to-day coordination and execution of commercial HVAC service operations. This role leads technician dispatch, coordinates purchasing and material logistics, and manages proactive customer notifications to ensure work is scheduled efficiently, properly supported, and clearly communicated from request through completion.

The Operations Coordinator executes established operational processes, supports field teams with scheduling and logistics, and serves as the central point of coordination between technicians, vendors, customers, and operations leadership.

Essential Functions

Dispatch & Scheduling

• Coordinate daily dispatch of commercial HVAC service technicians under the direction of the Operations      Manager
• Schedule work based on priority, urgency, SLAs, and technician capabilities
• Adjust schedules in real time to address emergencies, delays, or scope changes
• Ensure all service calls are accurately scoped, scheduled, and documented
• Support workload balancing and route efficiency

Purchasing & Material Coordination

• Coordinate purchasing of parts, equipment, and materials required for service and small project work
• Confirm pricing, availability, and lead times with approved vendors
• Track material status and backorders and communicate impacts to operations leadership
• Ensure materials are delivered to the correct location and available when work begins
• Maintain purchasing accuracy and documentation in company systems

Customer Communication & Notifications

• Proactively communicate with customers regarding scheduling, technician arrival times, delays, and job      completion
• Serve as a consistent point of contact for service coordination questions
• Ensure customers are informed of next steps, follow-up needs, and close-out status
• Maintain professional, timely communication aligned with company standards

Operational Support & Execution

• Support technicians with access coordination, logistics, and job documentation
• Ensure work orders are complete, accurate, and closed out properly
• Coordinate with billing and operations leadership to support timely invoicing
• Identify recurring scheduling, material, or communication issues and escalate appropriately
• Assist with onboarding and training technicians on dispatch and workflow procedures

Requirements

Qualifications:

• 3+ years of experience in commercial HVAC operations, dispatch, or service coordination
• Working knowledge of commercial HVAC service workflows and terminology
• Strong organizational skills and ability to manage multiple priorities
• Clear, professional written and verbal communication skills
• High attention to detail and follow-through
• Proficiency with service management, dispatch, or work order systems

Success in This Role Looks Like

• Technicians are scheduled efficiently and prepared for each service call
• Parts and materials are available when work begins
• Customers receive clear, proactive communication with minimal surprises
• Fewer service delays caused by scheduling or material issues
• Strong alignment between field operations, vendors, and customers

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Work Environment

This job operates in a professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands 

This is largely a sedentary role. This role requires the individual to express or exchange ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly. This role requires the individual to make substantial movements (motions) of the wrists, hands, and/or fingers often. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading. 

Position Type and Expected Hours of Work

40 hours per week, Monday through Friday

Travel

Up to 10% local travel is required for this role.

EEO Statement 

The Rabine Group and its companies is an equal opportunity employer.