Service Operations Coordinator

Service Operations Coordinator Location: Gillette, WY Employment Type: Full-Time Schedule: Monday -- Friday, 8am -- 5pm About Us We are a family-owned HVAC company that takes pride in providing exceptional service to our customers while fostering a supportive, team-oriented work environment. We are looking for a highly organized, detail-oriented individual who enjoys solving problems, managing multiple priorities, and playing a vital role in keeping daily operations running smoothly. Position Summary This position is best suited for someone who can consistently manage competing priorities, maintain strong attention to detail, and complete tasks efficiently without extensive oversight. HVAC knowledge preferred. The Service Operations Coordinator serves as the central hub of our daily operations. This role requires someone who can effectively balance technician scheduling, customer communication, inventory coordination, and administrative responsibilities in a fast-paced environment. The ideal candidate is proactive, dependable, highly organized, and capable of shifting priorities without losing attention to detail. If you thrive under pressure, enjoy creating order from complexity, and take pride in being the person who keeps everything moving, we would love to meet you. Key Responsibilities · Coordinate and manage daily schedules for HVAC technicians to maximize efficiency and customer satisfaction. · Answer incoming customer calls, texts and emails professionally and assist with scheduling, service requests, and general inquiries. · Communicate effectively with technicians regarding schedule updates, job details, and customer needs. · Maintain accurate warehouse inventory levels and ensure technicians have the materials needed for upcoming jobs. · Track incoming and outgoing inventory related to service and installation projects. · Monitor job progress and proactively address scheduling conflicts or material shortages. · Process and maintain accurate records, documentation, and data entry. · Support leadership with administrative and operational tasks as needed. · Collaborate with team members to improve processes and identify opportunities for increased efficiency. Qualifications · Previous experience in dispatching, operations coordination, customer service, office administration, or a similar role preferred. · Strong organizational and time-management skills. · Exceptional attention to detail and follow-through. · Ability to prioritize competing demands and adapt quickly to changing circumstances. · Strong verbal and written communication skills. · Proficiency with computers and the ability to learn industry-specific software systems. Current software in use is Service Titan. · Experience in the HVAC, construction, home services, or trades industry is a plus but not required. What Success Looks Like Successful candidates in this role: · Stay calm and professional during busy periods. · Can manage multiple responsibilities without allowing details to fall through the cracks. · Anticipate problems and take initiative to resolve them. · Communicate effectively with customers, technicians, and team members. · Take ownership of their responsibilities and follow tasks through to completion. Why Join Our Team? · Work in a family-owned business where your contributions truly matter. · Become an integral part of a close-knit, supportive team. · Enjoy opportunities to learn, grow, and make a meaningful impact on the success of the company. · Competitive compensation based on experience. If you are highly organized, thrive in a fast-paced environment, and enjoy being the person who keeps everything running smoothly, we encourage you to apply. Benefits: - 401(k) - Paid time off Education: - Associate (Req ired) Experience: - HVAC: 1 year (Preferred) - Microsoft Office: 5 years (Required) - Administrative: 4 years (Preferred) - Dispatching: 1 year (Preferred) - coordinating service technician schedules: 1 year (Preferred) Ability to Commute: - Gillette, WY 82718 (Required) Work Location: In person