Senior Service Coordinator

About Thermosystems:

Founded in 2000, Thermosystems, a member of the Daikin group, is a manufacturer’s representative specializing in commercial heating, ventilation, and air conditioning (HVAC) products and controls. Our mission is to be the trusted partner behind complete HVAC solutions, bringing the expertise and guidance our customers deserve—because better buildings start with better partners.

Headquartered in Elmhurst, Illinois, we operate offices in Elmhurst, Romeoville, Peoria, Chicago, the Quad Cities, and Des Moines. Our organization includes dedicated equipment, solutions, and service sales teams, along with a comprehensive parts and full-service department to support the products we represent.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance; short-term disability and life insurance; paid time off and paid holidays; and a 401(k) with profit sharing, among other benefits. At Thermosystems, you will be encouraged to grow, apply what you know, and see the impact of your hard work.

If you want to learn more about Thermosystems, visit us at www.thermohvac.com today!

Position Overview

The Senior Service Coordinator plays a key role in managing the daily operations of our service department. This position oversees scheduling, customer communication, technician dispatch, and project coordination while driving efficiency, financial accuracy, and customer satisfaction. The ideal candidate will bring experience, initiative, and leadership to ensure all service activities align with company goals and standards.

Location: Romeoville, IL

Job Responsibilities:

• Oversee and prioritize the scheduling and dispatching of service technicians based on workload, location, and expertise.

• Serve as the main point of contact for key customers, managing escalations and complex service needs with professionalism and urgency.

• Manage all phases of service projects—from scheduling and parts procurement to close-out and invoicing.

• Collaborate with Service Managers to monitor backlog, forecast labor needs, and ensure profitability and operational efficiency.

• Review technician reports, time entries, and materials for accuracy prior to billing.

• Support warranty management, equipment startups, and subcontractor coordination.

• Partner with accounting to track billing progress, verify invoicing accuracy, and support collections efforts when necessary.

• Identify and implement process improvements to enhance service delivery and communication flow.

• Prepare and present service reports, and updates to management.

• Support and optimize use of service software systems including BuildOps and Microsoft 365 tools.

• Perform other duties as assigned.

Qualifications

• Associate or bachelor’s degree in business administration, mechanical engineering, or related field preferred.

• Minimum 5+ years of experience in service coordination or operations management within the mechanical or HVAC industry.

• Proven ability to manage multiple service projects and customer accounts simultaneously.

• Strong financial understanding of billing, cost control, and margin management.

• Experience using BuildOps or similar service management software preferred.

• Proficient in Microsoft 365 Suite (Excel, Outlook, Teams, Word, and SharePoint).

• Exceptional communication, organization, and leadership skills.

• Ability to work independently and exercise sound judgment in a fast-paced environment.

Why Thermosystems

• Competitive compensation

• Comprehensive benefits package

• Supportive team environment and strong company culture

The typical salary for this position ranges from $70,000 - $100,000 in IL. The range displayed represents the pay range for all positions in the job grade which this position falls. Individual base pay will depend on a wide range of factors including your skills, qualifications, experience, and location.

If you're looking for an engaging career with growth opportunities in a supportive environment, you'll love a career at Thermosystems!