HVAC Service and Intake Client Specialist

We’re looking for a friendly, organized, and detail-oriented HVAC Service and Intake Admin Specialist to be the hub of our service operations. In this role, you’ll handle incoming customer calls, schedule service appointments, and coordinate technicians’ daily routes to keep everything running smoothly. You’re often the first voice our customers hear—so professionalism, empathy, and clear communication are key.

Key Responsibilities

• Answer incoming calls, emails, and texts from customers in a courteous and professional manner
• Serve as first point of contact to triage incoming calls to the correct department
• Schedule, confirm, and adjust HVAC service appointments based on technician availability and customer needs
• Dispatch technicians and optimize daily schedules and routes
• Accurately enter and update customer information, job details, and notes in the CRM/dispatch system
• Communicate service updates, delays, or changes to customers and technicians
• Handle customer questions, concerns, and basic troubleshooting with patience and care
• Coordinate with service managers and technicians to ensure timely job completion
• Process service requests, maintenance agreements, and follow-up calls as needed
• Maintain a high level of customer satisfaction and professionalism at all times
• Coordinate with field staff to order supplies and receive deliveries

Requirements

• High school diploma or equivalent (additional education a plus)
• Previous experience in customer service, scheduling, dispatching, or HVAC/plumbing/electrical ind/energy efficiency industries preferred
• Strong phone etiquette and communication skills
• Excellent organizational and multitasking abilities
• Comfortable using scheduling software, CRM systems, and basic office tools
• Ability to remain calm and efficient in a fast-paced environment
• Problem-solving mindset and attention to detail
• Preferred Experience
• HVAC or home services industry experience