Install Coordinator

Job Summary

We are looking for an experienced and highly organized HVAC Install Coordinator. The successful candidate should be detail-oriented, dependable, and able to manage multiple installation projects in a fast-paced residential service environment. This position is responsible for coordinating installation technicians, managing installation schedules, organizing job paperwork, and ensuring all required city permits, inspections, and regulatory requirements are completed accurately and on time. The Install Coordinator will work closely with installers, sales teams, customers, subcontractors, city permitting departments, and internal teams to ensure a seamless installation process from sale through completion.

Key Responsibilities

• Coordinate and manage the HVAC permitting process, including submitting permit applications, providing required documentation, tracking permit status, and ensuring permits are obtained prior to installation.
• Communicate directly with city and municipal permitting departments to address questions, provide documentation, resolve issues, and ensure projects remain on schedule.
• Schedule and coordinate required city inspections for HVAC installations and track inspection results through completion.
• Partner with third-party permit/HERS providers to ensure all local permitting, regulatory, and compliance requirements are met.
• Dispatch installation technicians and coordinate schedules to ensure efficient and timely completion of residential HVAC installations.
• Manage the installation calendar and coordinate logistics for upcoming installation projects.
• Process and review sales paperwork to ensure all required documentation is complete and accurate.
• Create and maintain organized job folders containing sales paperwork, permits, inspection documentation, equipment information, and other required project documents.
• Review upcoming installations to ensure all necessary equipment, materials, permits, paperwork, and resources are in place.
• Calculate and track installer task pay based on completed work and company policies.
• Coordinate cranes, subcontractors, and other specialty services required for installations.
• Communicate professionally with customers regarding installation schedules, permits, inspections, and project requirements.
• Assist with payment collection by coordinating with customers and the accounting team.
• Monitor equipment and inventory needs and communicate shortages or scheduling concerns to the appropriate teams.
• Collaborate with sales, warehouse, accounting, dispatch, installation teams, subcontractors, and other departments to ensure a smooth project workflow.
• Maintain accurate records and documentation throughout the installation process.
• Complete all assigned tasks in accordance with company quality, safety, customer service, and regulatory standards.

Qualifications & Requirements

• 2+ years of experience in HVAC, construction, installation coordination, project coordination, or a related field preferred.
• Previous experience coordinating permits, inspections, or municipal requirements is strongly preferred.
• Experience communicating with city permitting departments, inspectors, or government agencies is a plus.
• Knowledge of residential HVAC installation processes and industry regulations preferred.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and priorities.
• Excellent verbal and written communication skills.
• Strong attention to detail, particularly with permits, paperwork, scheduling, and regulatory requirements.
• Ability to identify and resolve issues that could delay installations, permits, or inspections.
• Ability to work independently and cohesively with installers, customers, sales teams, subcontractors, and management.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Experience with HVAC scheduling or field-service management software is a plus.
• Professional and customer-focused approach when communicating with homeowners, city personnel, contractors, and internal teams.

Benefits

• Competitive Pay Rate
• Health Coverage: Comprehensive benefits - Medical, Dental, Vision insurance
• Company-paid Life Insurance
• 401(k) with 50% company match
• Paid vacation and holidays
• Training & Development: Opportunities to grow within the HVAC and home-services industry
• Company Culture: Supportive, inclusive, and team-oriented work environment

WORK ENVIRONMENT

Works in a professional office environment using computers, phones, and standard office equipment. Primarily seated with occasional standing and walking. Must be able to communicate effectively with customers and team members and accurately exchange information in person and by phone. Reasonable accommodations may be made to perform essential functions.

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