HVAC Start-Up and Warranty

Job Summary

The HVAC Start-Up/Warranty Coordinator is a critical operational and administrative

role responsible for managing the daily scheduling and dispatch of HVAC start-up

technicians, overseeing the warranty service ticket process, and ensuring adherence to

departmental procedures. This role is essential for maintaining efficient field operations

and accurate documentation throughout the project start-up and warranty phases.

Key Responsibilities and Duties

Schedule Warranty & Dispatch

 Daily Scheduling: Generate and distribute the daily schedule for the next

business day, detailing the job name, job number, task code, and assigned

hours for each technician.

 Warranty Service Dispatch: Coordinate with the Start-Up Manager to assign

warranty service calls, relaying the job address, job number, and a

description of the issue to the assigned technician.

Documentation & Reporting

 Daily Report Tracking ("Dailies"): Track and ensure technicians complete their

"Dailies" on a daily basis (unless a service ticket is completed).

o File "Dailies" in the job folder and send a copy to the Start-Up Manager

every Monday for review.

 Ticket Filing: Collect completed warranty and service tickets and organize them

into the proper, project-specific warranty service ticket files.

 Non-Billable Tickets: Gather all non-billable warranty tickets and file them

into the corresponding job file.

Warranty and Billable Service Processing

 Billable Ticket Submittal: Collect all billable service tickets and send them to

the Start-Up Manager every Monday to be priced before distribution to the

Project Managers (PMs).

 PM Coordination: Ensure PMs receive billable tickets so they can engage

vendors for negotiation and resolution.

 Weekly Schedule Release: Distribute the full Technician weekly schedule every

Friday.

Procedural Management

 SOP Development & Enforcement: Be responsible for writing and enforcing all

departmental procedures related to start-up. Maintain the Start-Up SOP as a

dynamic, "living document."

 Inter-Departmental Hand-offs: Ensure proper hand-offs, paperwork, follow ups, warranty procedures, and communication are executed between

departments.

 Policy Compliance: Become knowledgeable and ensure adherence to all

Company Policies and Procedures.

Warranty Parts Coordination

 Parts Staging: Coordinate the staging of all warranty parts as directed by the

Project Manager.

 Parts Return/Recoupment: Receive the warranty parts information form from

the technician and notify the PM of returned parts to ensure the PM can manage

maximizing recoupment of costs and associated labor from vendors.

�� Required Qualifications

To be successful in this role, candidates should possess the following skills and

experience:

 Education: High School Diploma or equivalent required

 Experience: 2+ years of administrative, dispatch, preferably within the HVAC,

construction, or mechanical service industry.

 Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is

required. HVAC Technical skills is a plus.

 Communication & Interpersonal Skills: Exceptional written and verbal

communication skills, necessary for clearly relaying instructions to technical staff

and coordinating documentation with Project Managers.

 Organizational Acumen: Demonstrate strong organizational skills with

meticulous attention to detail, capable of managing complex schedules and high volume documentation.

 Procedural Mindset: Proven ability to follow, document, and enforce standard

operating procedures (SOPs) and departmental processes

Job Type: Full-time

Pay: $30.00 - $45.00 per hour

Expected hours: 40 per week

Benefits:

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

Work Location: In person