Harvey W. Hottel, Inc. is Hiring a Commercial HVACR Service Coordinator!

Location: Gaithersburg, MD (On-Site)
Employment Type: Full-Time
Salary Range: $55,000 – $80,000 per year

Overview

Harvey W. Hottel, Inc. is a well-established HVAC, Plumbing, and Mechanical contractor serving commercial, residential (custom homes), industrial, and government clients across the Maryland and DMV region.

We are seeking an organized and customer-focused Commercial HVACR Service Coordinator to support the daily operations of our Commercial HVACR Service Department. This position serves as the communication hub between customers, technicians, vendors, and internal departments to ensure service requests are scheduled efficiently, technicians remain productive, and customers receive exceptional service throughout every stage of the process.

This role is ideal for someone who thrives in a fast-paced environment, enjoys solving scheduling challenges, and takes pride in keeping operations organized while delivering an outstanding customer experience.

Responsibilities

Service Coordination & Dispatch

Schedule and dispatch commercial HVACR technicians for service calls, preventative maintenance, and emergency service requests.
Prioritize incoming service requests and adjust schedules throughout the day based on changing customer needs.
Monitor technician locations and job progress to maximize productivity and minimize travel time.
Coordinate technician schedules to ensure efficient use of manpower and resources.
Maintain clear communication with field technicians regarding assignments, schedule updates, and job priorities.

Customer Service

Respond to incoming service requests via phone and email from commercial customers.
Provide timely updates regarding technician arrival times, scheduling changes, and job status.
Serve as the primary point of contact for customers throughout the service process.
Resolve scheduling concerns professionally while maintaining a high level of customer satisfaction.

Work Order & Administrative Support

Create, update, and close work orders within the service management system.
Ensure technician notes, labor hours, and parts used are accurately documented.
Review completed work orders for completeness to support timely and accurate invoicing.
Maintain organized and up-to-date customer records.

Vendor & Parts Coordination

Coordinate with vendors to order, track, and confirm delivery of parts and materials.
Work closely with purchasing and warehouse personnel to minimize delays caused by material shortages.
Assist technicians by ensuring required parts are available before scheduled service appointments.

Operational Support

Assist with improving scheduling efficiency and dispatch processes.
Identify scheduling conflicts and recommend solutions to improve department performance.
Support the Commercial HVACR Service team by maintaining accurate documentation and organized workflows.
Contribute to a collaborative environment focused on exceptional customer service and operational excellence.

Work Schedule

Full-time, Monday through Friday.
Standard hours are 7:00 AM – 4:00 PM.
Occasional overtime may be required to support emergency service operations.

Work Environment

Primarily office-based with frequent communication between field technicians, customers, vendors, and internal departments.
Fast-paced environment requiring frequent multitasking and schedule adjustments.
Collaborative team atmosphere supporting commercial service operations.

Requirements

Must Have

Minimum of 2 years of experience in dispatching, scheduling, or service coordination
Excellent written and verbal communication skills
Strong customer service and relationship-building abilities
Outstanding organizational and multitasking skills
Ability to prioritize competing responsibilities in a fast-paced environment
Proficiency with Microsoft Outlook, Excel, and Word
Strong problem-solving skills and attention to detail

Nice to Have

Experience supporting commercial HVAC, refrigeration, plumbing, electrical, or construction service operations
Familiarity with dispatching or service management software
Experience with Vista Viewpoint ERP
Basic understanding of commercial HVACR terminology

Benefits