Scheduling Coordinator (ServiceTitan) - Freelance, Remote

Department: Support & Leadership

Employment Type: Full Time

Location: Global+

Reporting To: Client via Magic

Compensation: $7.00 / hour

Description

About the Client
Our client is a long-established, family-owned HVAC company serving residential and light commercial customers in the greater Chicagoland area. They are known for reliability, top-tier customer experience, and thousands of 5-star reviews built over more than a century in business. The team prides itself on doing right by the customer, operating with accuracy, ownership, and continuous improvement.
Why does this role exist?This role exists to ensure every inbound call and lead is promptly answered, qualified, and converted into a scheduled sales appointment while keeping the mobile sales team efficiently routed and documented in ServiceTitan. The company needs a proactive coordinator to reduce leadership time spent “putting out fires,” improve email and calendar triage, and maintain accurate data in ServiceTitan and Google Workspace. By centralizing scheduling, gatekeeping, and documentation, this role will unlock greater sales productivity and operational clarity.

The Impact you’ll make

Inbound Scheduling & Lead Qualification (phone-heavy)

• Answer and triage inbound calls; book sales appointments and collect required customer details
• Qualify leads and price-condition clients to set accurate expectations
• Maintain high booking rates and ensure timely follow-ups

Routing & Calendar Coordination

• Schedule projects and route mobile sales team members for maximum efficiency
• Adjust calendars based on priority, location, and availability
• Proactively resolve conflicts, gaps, and last-minute changes

CRM & Documentation (ServiceTitan + Google Workspace)

• Enter and update all client interactions and job details in ServiceTitan
• Maintain organized records in Google Docs/Sheets and email threads
• Ensure data accuracy, completeness, and standardized naming conventions

Email, Time Management & Gatekeeping

• Manage inbox filtering, sorting, drafting, and timely follow-ups
• Support time blocking and gatekeeping for the business owner
• Create and improve lightweight workflows and templates to increase speed and consistency

Sales Team Support & Light Marketing

• Prepare info, data, and documents the sales team needs before appointments
• Compile basic reports from Sheets/ServiceTitan (e.g., leads, bookings, pipeline status)
• Assist with light marketing tasks and organizing files/datasets as needed

Skills, Knowledge and Expertise

Required:

• Hands-on ServiceTitan scheduling/CRM experience (hard requirement)
• 2+ years in a phone-heavy CSR/dispatcher/scheduling or sales coordination role, ideally in HVAC/home services
• Excellent spoken and written English; confident, clear, and professional phone presence
• Proficiency with Google Workspace (Gmail, Docs, Sheets) and basic spreadsheet skills
• Reliable work-from-home setup and availability Monday–Friday, 8 AM–5 PM CST (40 hours/week)
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

Your Superpowers:

• Technical: ServiceTitan (scheduling, job creation, notes), call handling and lead qualification, price conditioning, routing and calendar management, professional email drafting, accurate data entry, Google Sheets basics (filters, lookups/sort, simple formulas), Slack and Google Meet
• Business: Basic financial/data literacy, ability to learn HVAC concepts to better qualify and set expectations
• Personal: Proactive ownership mindset, superb communication, customer-first approach, strong organization and follow-through, calm under pressure, continuous improvement orientation, teamwork and accountability

You should apply if...

• You thrive on the phone, love turning inbound inquiries into booked appointments, and keep impeccable records
• You’re energized by coordinating moving parts, protecting leaders’ time, and creating order in a fast-paced environment
• You value accuracy, teamwork, communication, ownership, customer focus, and continuous improvement
<