HVAC Customer Service Representative

We are seeking a highly professional, organized, and customer-focused HVAC Customer Service Representative to serve as a primary point of contact for customers and support the day-to-day operations of an HVAC service company. The ideal candidate has excellent communication skills, strong attention to detail, and the ability to remain calm and professional in a fast-paced environment.

Requirements

Key Responsibilities:

• Answer incoming customer calls, emails, and messages in a professional and friendly manner.

• Respond promptly to customer inquiries regarding HVAC services, appointments, pricing, and service availability.

• Schedule, reschedule, and confirm HVAC service appointments based on technician availability and customer needs.

• Coordinate daily schedules with HVAC technicians to ensure efficient routing and timely service appointments.

• Dispatch technicians and communicate job details, customer information, and service requirements accurately.

• Collect and document customer information, service requests, equipment details, and appointment notes.

• Create and update customer records in the CRM or HVAC management software.

• Follow up with customers regarding estimates, scheduled appointments, completed

• services, maintenance recommendations, and outstanding requests.

• Handle customer concerns and complaints professionally while working toward timely and appropriate resolutions.

• Monitor technician schedules and communicate any delays, cancellations, or changes to customers.

• Assist customers with basic questions regarding HVAC services, maintenance, repairs, installations, and service processes.

• Identify potential service opportunities and recommend appropriate HVAC services based on customer needs.

• Follow up on unsold estimates and open opportunities to help increase booked jobs and revenue.

• Contact customers regarding maintenance agreements, seasonal tune-ups, service reminders, and other recurring HVAC services.

• Assist with inbound and outbound customer communication, including appointment confirmations and follow-up calls.

• Process service requests, work orders, invoices, payments, and other customer-related documentation as needed.

• Maintain accurate records of customer interactions, appointments, service history, and technician notes.

• Coordinate with technicians, service managers, dispatchers, and other internal team members to ensure smooth job execution.

• Monitor open service tickets and follow up to ensure outstanding customer issues are addressed promptly.

• Assist with after-hours or emergency service requests according to company procedures.

• Maintain a high level of professionalism and customer service during every customer interaction.

• Help identify scheduling conflicts and proactively resolve issues that may affect the customer experience.

• Support the team with administrative tasks related to service operations, customer accounts, and daily scheduling.

• Maintain confidentiality and protect customer information and company data.

• Perform additional administrative, customer service, and operational tasks as assigned.

Qualifications & Skills:

• Minimum of 2 years of experience in customer service, call center support, dispatching,

• HVAC administration, or a similar role.

• HVAC industry experience is highly preferred.

• Excellent written and verbal English communication skills.

• Strong phone presence and the ability to communicate clearly and professionally with customers.

• Comfortable handling a high volume of inbound and outbound calls.

• Strong customer service and relationship-building skills.

• Ability to remain calm, professional, and solution-oriented when handling difficult customers or urgent service requests.

• Strong organizational skills with excellent attention to detail.

• Ability to manage multiple appointments, customer requests, and priorities simultaneously.

• Experience with HVAC terminology, service processes, and common HVAC equipment is a strong advantage.

• Familiarity with HVAC software, CRM systems, and field service management platforms such as ServiceTitan, Housecall Pro, Jobber, FieldEdge, or similar systems is highly preferred.

• Experience with scheduling and dispatching technicians is an advantage.

• Proficiency with Google Workspace and/or Microsoft Office applications.

• Strong computer skills and the ability to quickly learn new software and systems.

• Ability to accurately document customer interactions, service details, and appointment information.

• Strong problem-solving and decision-making skills.

• Ability to work independently while maintaining consistent communication with the team.

• Highly dependable, proactive, and organized.

• Strong ability to prioritize tasks and work effectively in a fast-paced environment.

• High level of professionalism, reliability, and integrity.

• Sales or upselling experience is a plus, particularly in home services or HVAC.

• Experience working remotely with U.S. -based customers or companies is highly preferred.

Benefits

• Paid training
• Work from home