Service Operations Specialist

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!

Location: Elmhurst, IL

Responsibilities:

• Communicate professionally and effectively with technicians and internal departments.
• Serve as a primary point of contact for service-related inquiries and requests.
• Provide timely updates regarding service schedules, startup activities, warranty work, and project status.
• Ensure effective communication between field operations, service coordination, and management teams.
• Organize and monitor scheduled startup and warranty work to ensure timely completion.
• Track open startup and warranty jobs, proactively addressing conflicts, delays, and resource constraints.
• Coordinate resources to support operational outcomes and maximize department efficiency.
• Assist in prioritizing startup and warranty requests based on customer needs and business requirements.
• Work closely with the Coordination Team to facilitate equipment startups and warranty-related service activities.
• Ensure startup and warranty documentation is complete, accurate, and submitted on time.
• Monitor startup and warranty progress to ensure customer and manufacturer requirements are met.
• Assist with issue resolution and follow-up activities related to warranty claims.
• Maintain and manage departmental dashboards and reporting tools.
• Track open items and ensure accountability for completion of assigned actions.
• Provide accurate reporting to management regarding service department performance and workload status.
• Process customer records, startup documents, and warranty information.
• Maintain organized and accurate electronic and physical records.
• Perform all other duties as assigned.

Qualifications:

• High School Diploma or equivalent required.
• Associate degree in Business Administration, Operations, or a related field preferred.
• Minimum of 2 years of administrative, service coordination, dispatch, or customer service experience.
• Experience in HVAC, mechanical contracting, industrial service, or construction environments preferred.
• Proficiency with Microsoft 365 applications including Outlook, Excel, Teams, and Word.

Knowledge, Skills, and Abilities:

• Exceptional verbal and written communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and commitment to task completion.
• Ability to work collaboratively across multiple departments and organizational levels.
• Strong customer service and relationship management skills.
• Effective problem-solving and issue-resolution abilities.
• Ability to track performance metrics and maintain departmental reporting dashboards.
• Self-motivated with the ability to work independently and as part of a team.

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!

Employment is contingent upon successful completion of pre-employment requirements, including verification of employment history, education, background screening, and drug testing where permitted by law. Safety-sensitive positions may require cannabis (marijuana) testing. All testing and employment decisions will comply with applicable federal, state, and local laws.