Service Coordinator

Service Coordinator - Propane, Heating Oil, HVAC Services

Atlantic Heating Company, Inc.

Portland, ME & Windham, ME

Position Overview:

The Service Coordinator is a highly organized, detail-oriented individual responsible for overseeing the daily routing, scheduling and billing for our HVAC service department activities. This role manages work orders from initiation through completion, including accurate billing processing. The Service Coordinator plays a key operational role within the organization, ensuring efficient communication, strong customer service, and timely service delivery. This position requires professionalism, a strong sense of urgency, and excellent problem-solving skills.

Key Responsibilities:

· Dispatch and schedule service technicians efficiently based on priority, location, and availability

· Oversee daily routing to maximize productivity and minimize downtime

· Answer and manage a multi-line phone system, addressing customer inquiries and service requests

· Create, track, and manage work orders from initiation through completion

· Ensure accuracy of service documentation and technician notes

· Process billing for completed work orders in a timely and accurate manner

· Communicate effectively with technicians, customers, and internal departments

· Monitor service schedules and adjust in real-time to accommodate emergencies or changes

· Maintain customer records and service histories within company systems

· Support continuous improvement of dispatching and operational processes

Qualifications

· High level of organization and attention to detail

· Field experience as a service technician is a plus

· Propane and Heating Oil Technician licenses a plus

· Experience as a supervisor is preferred

· Associates degree or higher education preferred

· Strong multitasking and time management abilities in a fast-paced environment

· Professional communication skills and customer service orientation

· Ability to problem-solve quickly and make decisions under pressure

· Proficiency with computers, including Microsoft Office 365

· Experience with industry software such as Ignite, Blue Cow, ADDS, or Cargas is preferred

· Previous dispatching or service coordination experience is a plus

· Previous administrative or office experience required

Work Environment

· Office-based.

· Frequent communication with technicians and internal team members.

· Some weekend coverage required during peak winter months.

· Weather-dependent workload increases during storm events.

Benefits

• Paid Health, Vision, and Dental insurance for employees.
• 401k with up to a 4% match after meeting eligibility.
• Paid Vacation and Sick time.
• Paid Holidays.
• Employee Stock Ownership Plan (ESOP) after meeting eligibility.
• Employee Discounts on fuel/service

About Atlantic Heating Company

Atlantic Heating Company provides reliable oil and propane delivery, as well as heating system service and installation throughout the Greater Portland and Lakes Region areas. We are committed to operational excellence, customer satisfaction, and building a strong team culture.

Pay: $52,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Experience:

• HVAC: 1 year (Preferred)

Work Location: In person