Remote Operations & Service Coordinator

Job Title: Remote Operations & Service Coordinator

Job Summary:

We are seeking a highly organized and proactive Remote Operations & Service Coordinator to support the daily operations of a growing HVAC company. This role is ideal for a candidate with previous operations, administrative, or team leadership experience who excels at coordinating people, processes, and customer communication in a fast-paced environment. While HVAC industry experience is a strong advantage, we are also open to motivated professionals who are quick learners and eager to be trained on HVAC systems and service operations. The Remote Operations & Service Coordinator will play a key role in ensuring smooth day-to-day business operations by managing customer communications, scheduling service appointments, coordinating technicians, purchasing materials, processing invoices, and maintaining accurate operational records. The ideal candidate is detail-oriented, highly organized, takes ownership of their work, and thrives in a collaborative environment while supporting the company's continued growth.

Key Responsibilities:

Operations Management:

• Assist in managing daily company operations and workflow.
• Coordinate communication between customers, technicians, suppliers, and office staff.
• Improve operational processes and efficiency.

Customer Communication & Scheduling:

• Answer customer calls and gather service request details.
• Schedule service appointments.
• Provide customers with job status updates.

Technician Coordination:

• Manage technician schedules and daily assignments.
• Support technicians with job-related issues.
• Ensure technicians have the necessary information and materials.

Purchasing & Administrative Support:

• Order materials and parts.
• Coordinate with suppliers.
• Assist with warranty-related parts and claims.

Billing & Systems Management:

• Create and process invoices.
• Monitor completed jobs.
• Maintain accurate records in company systems.
• Perform billing and collections after the invoicing stage.
• Perform other duties related to the position as assigned.

Qualifications & Requirements:

• Proficient level of English (written and spoken).
• Excellent communication and problem-solving skills, allowing for effective collaboration with clients, vendors, and teammates.
• Previous operations or administrative management experience preferred.
• Previous experience in a Team Lead, or other leadership role preferred.
• Ability to manage multiple responsibilities independently.
• HVAC industry experience is a plus but not required.
• Strong sense of ownership, accountability, and problem-solving.
• Excellent organizational skills with the ability to manage people, schedules, and daily operations.
• Eagerness to grow into a key leadership role within the company.
• Strong attention to detail and ability to manage multiple tasks in a fast-paced environment.
• Strong problem-solving skills with the ability to work independently.
• Proficiency with Microsoft Office (Word, Excel, Outlook), and standard business tools (email, spreadsheets, document management).
• Out-of-the-box thinker, highly adaptable, reliable, self-motivated, and confident approach.
• Ability to quickly learn new systems, software, and workflows.
• Ability to understand and follow established processes accurately with minimal supervision.
• Ability to work U.S. Eastern Time (New York) business hours and adapt to business needs.
• Interested in long-term career opportunities.
• Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet.

Compensation & Benefits:

• 100% remote work.
• Compensation in USD.
• Full-time position with 40 hours weekly.
• Please note that this is a long-term opportunity.
• Great work environment with potential for growth.