Commercial HVAC Repair Coordinator

Description

Kalos Services is seeking a Commercial HVAC Repair Coordinator to manage the full lifecycle of commercial repair jobs — from technician diagnosis through completion and billing. This role ensures accuracy, timely communication, and operational efficiency across customers, vendors, and technicians.

The ideal candidate will have strong organizational and technical knowledge of Commercial HVAC/R systems, with a proactive approach to communication, documentation, and follow-through. The coordinator is also responsible for smart procurement decisions, verifying material accuracy, and identifying opportunities to improve system performance and reliability through upgrades or replacements.  

This position plays a key role in maintaining workflow continuity between the service field, customers, and internal departments to ensure jobs are completed efficiently and profitably. 

Compensation: $52,000 annually, with a commission structure based on completed and profitable repairs. 

Schedule - Day Shift, Monday - Friday (On-Site)

Responsibilities: 

•  Coordinate and dispatch commercial HVAC/R repair jobs to technicians based on skill set, workload, and location.
• Track repairs from diagnosis through completion using Kalos Web, spreadsheets, and Work Engines.
• Communicate clearly with customers regarding repair status, parts availability, and scheduling updates.
•  Prepare and manage repair quotes, ensuring timely submission, follow-up, and customer authorization.
• Procure materials and equipment using cost-conscious purchasing strategies—sourcing, pricing, and ordering parts efficiently without compromising quality or timelines.
• Verify all incoming parts and materials for accuracy and completeness upon delivery to prevent field delays or job interruptions.
• Maintain vendor relationships, tracking pricing performance and delivery reliability.
  
• Collaborate with Account Managers to facilitate system replacement quotes or larger upgrade proposals when repair costs or equipment conditions justify full replacement.
• Support warranty processing, including documentation, parts returns, and
  manufacturer coordination.
• Work closely with dispatch, service managers, and accounting to ensure seamless job flow and accurate billing.
• Maintain service records, job notes, and documentation with precision and attention to detail.
• Prioritize urgent or emergency calls, balancing technician workloads and client needs.
• Identify recurring issues or inefficiencies in repairs and communicate process improvement ideas to management.
• Recommend system improvements, Maintenance or upgrades that enhance performance, reliability, and energy efficiency based on customer needs 

Requirements

• Experience in HVAC or refrigeration, preferably refrigeration-focused.
• Strong technical knowledge of HVAC systems, components, and repair workflows.
• Proficient in quoting and pricing parts accurately and competitively.
• Excellent communication skills for customer follow-up, approvals, and updates.
• Resourceful problem-solver with the ability to handle parts, pricing, and scheduling issues quickly.
• Ensure complete accuracy in quotes, service logs, and documentation.
• Proficiency in job tracking or dispatching software (ServiceTitan experience is a plus).

Core Competencies:

• Attention to detail and accuracy
• Initiative and follow-through 
• Clear and professional communication 
• Strong organizational and time management skills 
• Customer-centered problem solving 
• Procurement awareness and vendor accountability  

Preferred Qualifications:

• Previous experience coordinating service work in a commercial mechanical or refrigeration company.
• Familiarity with supermarket or large-scale refrigeration systems.
• Spanish-English bilingual is a plus.
  
  

What We Offer:

• Competitive compensation based on experience
• Full-time position with long-term growth potential
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and holidays
• A positive, team-first environment where your contributions matter
  
  

Benefits:

At Kalos, we believe in supporting our employees both at work and in life. That’s why we offer a comprehensive and affordable benefits package designed to meet your health, financial, and personal needs.