Service Operations Coordinator

Service Operations Coordinator — Remote

Upstate Commercial Refrigeration & HVAC
Remote – United States
$23–$28/hour | Full-Time
Monday–Friday | 8:30 AM–5:00 PM Eastern

About Us

Upstate Commercial Refrigeration & HVAC is a growing, family-owned commercial service company serving businesses throughout Upstate South Carolina.

Backed by more than 20 years of commercial refrigeration experience, we specialize in commercial refrigeration, HVAC, ice machines, and commercial food-service equipment repair.

We are growing intentionally and looking for a Service Operations Coordinator who enjoys keeping customers, technicians, vendors, and work moving.

This is an important position within our company. You’ll have real ownership of the day-to-day service workflow, direct access to company leadership, and the opportunity to help shape our processes as we grow.

If you’re naturally organized, enjoy solving problems, and are usually the person who notices what still needs to happen, we’d love to hear from you.

What You’ll Do

You’ll help own the daily flow of our service operation, including:

• Answering incoming customer calls and service requests
• Coordinating scheduling and technician workflow
• Reviewing active and recently completed work orders
• Proactively updating customers about service, parts, estimates, and return visits
• Preparing estimates using technician documentation
• Researching parts, pricing, availability, and lead times
• Communicating with manufacturers and vendors
• Tracking parts orders and backorders
• Coordinating warranty claims and required documentation
• Following up on open estimates and customer approvals
• Maintaining accurate work-order statuses and documentation
• Reviewing completed jobs for outstanding needs
• Following up appropriately on invoices and payments
• Identifying preventative-maintenance and recurring-service opportunities
• Helping ensure customers never feel forgotten

Our goal is simple: customers should hear from us before they have to call asking what is happening.

What Ownership Looks Like Here

You are not expected to know everything on your first day.

We provide training, procedures, resources, and access to technical expertise when it’s genuinely needed.

What matters to us is how you approach something you don’t know.

We value someone whose instinct is:

“What information do I already have, where can I find the answer, and how far can I take this?”

You’ll have the authority and support to solve routine operational problems without waiting for someone to assign every next step.

When something truly requires a technical decision or management approval, we want you to ask. Good judgment includes knowing when to escalate.

You May Be a Great Fit If You

• Take pride in following things through to completion
• Naturally notice unfinished work
• Are highly organized without needing constant reminders
• Communicate professionally and proactively
• Enjoy researching and solving problems
• Learn new software and systems quickly
• Can manage several priorities without losing track of details
• Are comfortable working independently
• Take accurate documentation seriously
• Enjoy supporting both customers and field technicians
• Respond well to feedback and use it to improve
• Look for better, more efficient ways to do things
• Want your contribution to genuinely matter to the company you work for

Experience

Experience in a service-based business is strongly preferred.

Experience in HVAC, refrigeration, plumbing, electrical, facilities maintenance, commercial food-service equipment, construction service, or another field-service trade is especially valuable.

Experience with any of the following is also helpful:

Service coordination, dispatching, work-order management, estimating, parts sourcing, warranty administration, customer service, vendor coordination, invoicing, accounts receivable follow-up, or field-service/CRM software.

Direct HVAC or refrigeration knowledge is helpful but not required for a capable candidate who learns quickly.

Compensation & Benefits

$23–$28/hour, depending on experience and directly relevant skills.

We’re building a benefits package designed to support employees as our company grows, including:

• 3 weeks accrued vacation to start
• 1 week personal time
• Paid company holidays
• Employer-supported health benefit*
• Retirement benefit*
• Flexibility for important family commitments, appointments, and life events while maintaining appropriate business coverage
• Fully remote work
• No routine evenings or weekends

*Benefits are being finalized and eligibility/details will be provided during the hiring process.

We believe people can take ownership of their work and perform at a high level without sacrificing their entire life to their job.

When you’re off, we want you to actually be off.

Schedule & Location

Monday–Friday
8:30 AM–5:00 PM Eastern
30-minute unpaid lunch

This position is fully remote within the United States. You must be able to consistently work Eastern Time business hours and have a reliable, professional remote-work environment.

Opportunity to Grow

We’re hiring for the company we’re building, not just the company we are today.

As we add technicians and additional office support, a successful Service Operations Coordinator may have the opportunity to grow into a Service Operations Manager position with increased leadership and responsibility.

To Apply

Please submit your resume and briefly tell us about a time when you noticed something needed attention, took ownership of it, and made sure it got completed.

We’re excited to meet someone who wants to grow with us.

Pay: $23.00 - $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Are you available to work Monday–Friday, 8:30 AM–5:00 PM Eastern Time, with consistent availability by phone and computer during those hours?
• Do you have at least 2 years of experience in service coordination, dispatch, construction administration, project coordination, operations, or a similar administrative role involving multiple competing priorities?
• Are you comfortable independently following tasks through to completion—including contacting customers, technicians, vendors, or manufacturers when additional information or action is needed—without waiting for repeated direction?
• Are you comfortable with the posted compensation range of $23–$28 per hour, based on experience?

Work Location: Remote