Install Coordinator

Position Summary

The Install Coordinator is responsible for overseeing the scheduling, logistics, material readiness, and administrative workflow of the Installation Department. This role ensures installation teams are properly equipped, prepared, and scheduled to maximize productivity, minimize delays and callbacks, and deliver a high level of customer satisfaction.

The Install Coordinator serves as a critical operational support function, enabling the Install Manager and field teams to focus on execution, quality, and customer experience.

Key Responsibilities

1. Scheduling & Job Coordination

• Schedule HVAC installation jobs based on crew availability, skill level, and job scope

• Coordinate with Sales to verify job accuracy and completeness prior to scheduling

• Communicate scheduling details, expectations, and time windows to customers

• Maintain and manage the installation calendar, adjusting schedules as needed

• Optimize daily install capacity to minimize downtime and maximize efficiency

2. Material & Inventory Management

• Order all required equipment, materials, and accessories for scheduled installations

• Monitor and maintain appropriate inventory and truck stock levels

• Track deliveries and ensure materials are available prior to scheduled install dates

• Coordinate job staging to ensure readiness and accuracy

• Resolve material shortages or backorders in a timely manner to avoid delays

3. Documentation & System Management

• Ensure accuracy of equipment details, model numbers, and system configurations

• Maintain complete and accurate documentation within CRM/ERP systems

• Provide installation crews with all necessary job information prior to dispatch

• Maintain real-time updates on job statuses, notes, and documentation

4. Reinspections & Follow-Up Coordination

• Schedule reinspections, quality checks, and follow-up work orders

• Track outstanding items and ensure timely completion

• Communicate with customers regarding follow-up services and scheduling

5. Communication & Cross-Functional Coordination

• Serve as the primary internal point of contact for scheduling, materials, and job readiness

• Communicate schedule changes, delays, and material issues to the Install Manager and field teams

• Collaborate with Sales, Customer Service, and other departments to ensure seamless workflow

• Provide regular updates to leadership on scheduling status, job progress, and operational challenges

Key Performance Indicators (KPIs)

• Installation capacity utilization

• Material accuracy and job readiness

• Documentation completeness and accuracy

• On-time job staging and scheduling

• Customer communication effectiveness

Required Skills & Qualifications

• Experience in HVAC, construction, service coordination, or scheduling preferred

• Strong organizational, time management, and multitasking abilities

• Excellent communication and customer service skills

• Proficiency with CRM/ERP systems (ServiceTitan preferred)

• Ability to work in a fast-paced environment with shifting priorities

• Strong attention to detail and accuracy

• Demonstrated problem-solving skills with proactive follow-through

Core Competencies

• Organization and attention to detail

• Effective communication

• Adaptability and composure under pressure

• Proactive planning and problem anticipation

• Team collaboration and support

Success Profile

The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to anticipate challenges before they arise. This individual thrives in a fast-paced environment, communicates effectively across teams, and plays a key role in ensuring the installation department operates efficiently behind the scenes.