HVAC Install Coordinator

Horizon Services, voted by its employees as one of the best places to work, is growing again! We are seeking an Install Coordinator with at least one year of administrative experience to assist our HVAC Installation team in our Havre de Grace, MD office.

To be successful in this role, you must be highly energetic, customer satisfaction and detail oriented and be able to learn and proficiently enter and access information in our customer database.

POSITION SUMMARY

2pm-10pm, Monday- Friday

Provide administrative support to the HVAC Install Department, including receive and process incoming orders for materials or services such as repairs and installations. Generally, receives orders via mail, phone, fax, or other electronic means. Other duties include informing customers of receipt, service dates, and delays; preparing contracts; coordinating and dispatching HVAC Install Technician schedules; and handling complaints.

ESSENTIAL FUNCTIONS

• Obtain customers' names, addresses, and billing information, product numbers, and specifications of items to be purchased, and enter this information on order forms, track schedule availability of Installations.

• Prepare invoices, shipping documents, and contracts.

• Inform customers by mail or telephone of order information, service dates, and any anticipated delays.

• Receive and respond to customer complaints.

• Verify customer and order information for correctness, checking it against previously obtained information as necessary.

• Direct specified departments or units to prepare orders for designated customers.

• Review orders for completeness according to reporting procedures and forward incomplete orders for further processing.

• Schedule carpenter for repair work that needs to be done

• File copies of orders received, or post orders on records.

• Compute total charges for products or services and shipping charges.

• Confer with technicians, sales, or warehouse to expedite or trace customer orders.

• Enter warranty information into Manufacturer and company website

• Collect payment for merchandise, record transactions, and send items such as checks or money orders for further processing.

• Prepare and inspect outgoing work/job packets for compliance with customers' specifications.

• Calculate and compile order-related statistics, and prepare reports for management.

• Coordinate and maintain schedules for HVAC Install technicians

• Coordinate and maintain permits and inspections from start to finish.

• Track and maintain HVAC Install technicians' PTO requests.

• Other duties as assigned.

POSITION QUALIFICATIONS

• Customer Oriented - Ability to take care of the customers' needs while following company procedures.

• Communication, Oral - Ability to communicate effectively with others using the spoken word.

• Assertiveness - Ability to act in a self-confident manner to facilitate completion of a work assignment or to defend a position or idea.

• Analytical Skills - Ability to use thinking and reasoning to solve a problem.

• Reliability - The trait of being dependable and trustworthy.

• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.

• Accuracy - Ability to perform work accurately and thoroughly.

• Goal Oriented - Ability to focus on a goal and obtain a pre-determined result.

• Responsible - Ability to be held accountable or answerable for one's conduct.

• Organized - Possessing the trait of being organized or following a systematic method of performing a task.

• Detail Oriented - Ability to pay attention to the minute details of a project or task.

• Accountability - Ability to accept responsibility and account for his/her actions.

• Working Under Pressure - Ability to complete assigned tasks under stressful situations.

• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• The candidate must be proficient at filing, faxing, making copies, preparing job packets, and Microsoft Office and Excel.
• Excellent communication and organizational skills are also a must.