We are seeking a Service Coordinator to support our plumbing and HVAC service department. This role is strictly office-based with a requirement of past service industry experience and focused on billing, dispatch, and administrative support. The ideal candidate is detail-oriented, organized, and has several years of direct QuickBooks Online experience managing invoicing and billing in a fast-paced service environment.
Responsibilities:
- Schedule and dispatch plumbing & HVAC technicians for service calls
- Check technicians in/out of ServiceChannel, IVR, and other client work order portals
- Follow up on open work orders; upload notes, photos, and closeout documentation
- Prepare and process billing, invoicing, and job costing in QuickBooks Online (multiple years of hands-on experience required)
- Maintain service records, service contracts, compliance documents, and proposals
- Communicate with customers on scheduling, status updates, and billing questions
- Work with office staff on collections, reporting, and customer account management
- Assist with estimating and proposals for service contracts and repair jobs
- Ensure all service paperwork is accurate and complete before closeout
Required Qualifications:
- 3+ years experience in service coordination, dispatch, or office administration (plumbing/HVAC industry preferred)
- 3+ years hands-on experience with QuickBooks Online (billing, invoicing, job costing)
- Experience with ServiceChannel, Corrigo, IVR, or similar client work order platforms
- Strong organizational and clerical skills with attention to detail
- Excellent communication skills (phone, email, and client-facing)
- Ability to multitask and manage a fast-paced service environment
- Proficiency with scheduling software and Microsoft Office/Google Workspace
- Technologically savvy with strong computer and software skills
- Positive, can-do attitude with willingness to learn and take initiative
- Typing speed to accurately document service calls, work orders, and compliance notes in real time.
Preferred Qualifications:
- Prior plumbing/HVAC service office experience
- Familiarity with compliance paperwork (e.g., Department of Buildings filings, Local Law 152 documentation)
- Experience creating service proposals and job cost reports
What We Offer:
- Competitive salary
- Health, dental, vision, and 401k benefits
- Paid holidays and time off
- Long-term stability with a respected, family-run company
Apply now to make a difference!
Job Type: Full-time
Pay: $20.00 - $40.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
Application Question(s):
- Are you comfortable typing quickly and accurately while handling phone calls, scheduling, and live work-order updates?
Experience:
- Quickbooks Online: 3 years (Required)
- working in a SERVICE/contracting based company: 2 years (Required)
Ability to Commute:
- Forest Hills, NY 11375 (Required)
Work Location: In person