HVAC Service Operations Coordinator

Job Description

Job Description

HVAC Service Operations Coordinator

At SSI, a MIH Systems Group company, we make complex buildings perform at their best. Our commissioning and technical teams partner with clients from design through steady-state operations, delivering start-up services on sophisticated HVAC equipment and optimizing existing systems for energy, comfort, and cost. As we grow, we’re introducing an entry-level coordinator to keep our service engine running smoothly.

A day in this role

You start your morning reviewing the service board with the Director of Operations, aligning technician routes and confirming parts availability. A client calls with a priority repair—within minutes, you’ve reshuffled the schedule, dispatched the right tech, and logged the work order for tracking. Midday, you’re updating equipment records—maintenance histories, warranties, and service schedules—so nothing slips through the cracks. The afternoon brings a preventive maintenance rollout, inventory checks with vendors, and preparing a brief report on project progress and equipment status. Before you log off, an urgent after-hours request comes in—you coordinate the emergency call and document outcomes so the team is set up for tomorrow.

What you will do

• Report to and support the Director of Operations at SSI.
• Schedule and coordinate routine HVAC maintenance, repairs, and installation visits for technicians and clients.
• Maintain detailed equipment records, including maintenance histories, warranties, and service schedules.
• Process and prioritize work orders and maintenance requests to ensure timely completion.
• Assist with inventory control for HVAC parts and supplies, including ordering and tracking.
• Create and manage preventive maintenance schedules for HVAC systems.
• Communicate project status and updates to clients, contractors, and internal team members.
• Prepare concise reports on maintenance activities, equipment condition, and project milestones.
• Handle administrative tasks such as filing, data entry, and document management.
• Coordinate emergency HVAC service calls when needed.
• Support initiatives that improve energy efficiency across client facilities.

Qualifications Required

• High school diploma or equivalent; Associate’s degree in facilities management, construction management, or a related field preferred.
• Foundational knowledge of HVAC systems and terminology.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Exceptional organization and time management.
• Clear written and verbal communication.
• Attention to detail with solid problem-solving abilities.
• Comfort working both independently and collaboratively.

Preferred

• Experience in facilities management or construction coordination.
• Familiarity with building maintenance management software.
• Basic understanding of building codes and safety regulations.
• HVAC certification or relevant technical training.
• Background in project scheduling and coordination.
• Working knowledge of Business Central or Great Plains.

Why SSI and MIH Systems Group

Join a team of industry leaders focused on commissioning, optimizing building systems, and delivering start-up services for complex HVAC equipment from many manufacturers. You’ll learn the craft of making buildings work better—logistically, energetically, and cost-effectively—while building a career in a vital, growing field.

Equal Employment Opportunity

**SSI **a MIH Systems Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.