Service Coordinator – HVAC / Refrigeration / Plumbing
Company: Confidential – Commercial Mechanical Contractor
Location: Langley / Greater Vancouver, BC
Job Type: Full-time, Permanent
Schedule: Monday–Friday | Hybrid
Compensation: Competitive salary based on experience + extended health benefits
Reports To: Service Manager / Management
ABOUT THE COMPANY
We are an established and growing commercial mechanical contractor serving clients throughout Greater Vancouver and the Lower Mainland. Our team provides HVAC, refrigeration, and plumbing service, maintenance, and repair for commercial, institutional, and multi-residential facilities.
We are currently seeking an experienced Service Coordinator to join our service department. This search is being conducted confidentially, and additional information about the company will be provided to selected candidates during the interview process.
POSITION SUMMARY
The Service Coordinator plays a key role in the day-to-day operation of our service department, coordinating work from the initial customer request through dispatch, scheduling, technician support, documentation, and job completion.
You will manage a busy service schedule, communicate with customers and technicians, coordinate parts and materials, and help ensure service calls are completed efficiently and accurately.
This is a fast-paced position suited to someone who is highly organized, communicates well, can prioritize competing demands, and is comfortable making decisions when schedules change throughout the day.
KEY RESPONSIBILITIES Dispatch & Scheduling
- Receive incoming service calls, emails, and customer requests and gather the information required to dispatch effectively.
- Triage service calls based on urgency and assign the appropriate technician.
- Build and maintain daily and weekly service schedules while balancing emergency calls, preventive maintenance, quoted repairs, and ongoing projects.
- Communicate ETAs, scheduling changes, and job updates with customers.
- Coordinate technician availability and assist with after-hours and on-call scheduling.
Technician Support
- Support technicians throughout the day with scheduling, site information, access requirements, materials, equipment, and other job requirements.
- Assist with real-time field coordination, including sourcing parts, confirming availability, arranging deliveries or pickups, and escalating technical matters when required.
- Review completed work orders and field documentation for accuracy and completeness.
- Follow up on missing time, materials, photos, readings, and other documentation required to close service calls.
Parts & Procurement
- Source HVAC, refrigeration, plumbing, and mechanical parts and equipment from local suppliers.
- Confirm pricing, availability, lead times, and delivery or pickup arrangements.
- Track outstanding material orders and follow up on backordered items.
- Assist with maintaining appropriate shop and service inventory.
Customer Service & Account Coordination
- Act as a primary point of contact for commercial service customers.
- Coordinate preventive maintenance visits and recurring service requirements.
- Assist with preparing and following up on repair quotations based on technician recommendations.
- Provide customers with timely updates regarding scheduling and outstanding repairs.
- Help resolve scheduling issues, billing questions, and customer concerns while escalating larger issues to management when appropriate.
Documentation & Administration
- Open, update, and close service work orders within field service/dispatch software.
- Ensure work orders contain the information required for accurate and timely invoicing.
- Assist with permits, compliance documentation, purchase orders, and customer-specific paperwork.
- Coordinate with accounting and management regarding invoicing, purchase orders, and outstanding documentation.
- Maintain accurate customer, equipment, and service records.
WHAT YOU BRING Required
- Previous experience in dispatch, service coordination, scheduling, or a similar administrative role.
- Experience within HVAC, refrigeration, plumbing, electrical, construction, or another skilled trade environment is strongly preferred.
- Ability to manage a high volume of calls, emails, technicians, and changing priorities without losing track of details.
- Excellent verbal and written communication skills.
- Strong organizational skills and attention to detail.
- Strong computer skills and experience with field service, dispatch, CRM, or work-order management software.
- Comfortable working with Microsoft Outlook, Excel, and other common business applications.
- Legally entitled to work in Canada.
Considered an Asset
- 2+ years of service coordination or dispatch experience within the mechanical trades.
- Working knowledge of HVAC, refrigeration, or plumbing equipment.
- Experience coordinating commercial service technicians.
- Familiarity with preventive maintenance contracts and recurring service schedules.
- Experience working with commercial property managers, facility managers, institutional clients, or multi-residential properties.
- Familiarity with permitting and compliance requirements associated with mechanical service work.
- Previous trade or technical experience.
WHAT WE OFFER
- Competitive salary based on experience.
- Extended health and dental benefits.
- Paid vacation.
- Hybrid work opportunities based on operational requirements.
- Stable, year-round employment.
- Supportive small-team environment with direct access to management.
- Opportunity to take ownership of an important role within a growing service department.
- Long-term career growth as the company continues to expand.
BENEFITS
- Casual dress
- Dental care
- Extended health care
- Flexible schedule
- Vision care
Work Location: Hybrid – Langley / Lower Mainland, BC
HOW TO APPLY
Please apply through this posting with your résumé and a brief summary of your relevant service coordination or dispatch experience.
This recruitment process is being conducted confidentially. Company information will be shared with candidates selected to move forward in the interview process.
Pay: $55,000.00-$75,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- Flexible schedule
- Vision care
Experience:
- HVAC/Mechanical Industry: 1 year (required)
Work Location: Hybrid remote in Langley, BC
