Operations/Sales Coordinator

Power Placement Partner

  • Richmond, VA
  • $60,000-90,000 per year
  • Permanent
  • Full-time
  • 28 days ago
Job Title: Field Operations Administrator
Location: Richmond, Virgina
Salary Range: $75,000 – $90,000 annually, depending on experience
Schedule: Full-Time | Hybrid
Industry: Commercial HVAC | Service Coordination | Administrative OperationsSummary:We are seeking a Field Operations Administrator to manage all organizational, billing, and service support tasks for our Service Department. This role ensures timely and accurate customer invoicing, supports technician scheduling, and serves as the administrative hub of our service operations. The ideal candidate is highly organized, proactive, customer-focused, and able to thrive in a fast-paced environment.Key Responsibilities:
  • Maintain accurate and up-to-date service module records for timely invoicing and reporting
  • Process and review service work orders to ensure correct customer billing
  • Resolve billing discrepancies and follow up on open work orders
  • Assist in scheduling HVAC service technicians and coordinating site visits
  • Obtain customer authorizations and required documentation prior to service
  • Support technicians with troubleshooting, repair authorizations, and warranty claims
  • Coordinate communication between service, parts, and warranty departments
  • Provide professional customer service to internal and external clients
  • Ensure all documentation, including checklists and photos, are completed per warranty policy
  • Foster positive relationships with vendors and customers
  • Perform other administrative or operational tasks as needed
Key Competencies:
  • Customer Focus: Builds trust through reliable, responsive communication and problem-solving
  • Organizational Skills: Keeps operations running smoothly through structured processes and attention to detail
  • Communication: Clear and professional verbal and written communication with teams, vendors, and clients
  • Time Management: Balances multiple tasks and prioritizes responsibilities effectively
  • Problem Solving: Applies logical thinking and initiative to troubleshoot and resolve issues efficiently
  • Team Support: Collaborates across departments and offers support where needed to keep workflows efficient
Qualifications:
  • High school diploma or GED required; post-secondary education preferred
  • 1–2 years of experience in service coordination, dispatch, or HVAC administration preferred
  • Proficient in Microsoft Office Suite (Excel, Word, Outlook); Adobe a plus
  • Experience with FACTs, FieldEdge, or similar systems is beneficial
  • General understanding of HVAC systems and service processes preferred
  • Ability to work in a fast-paced environment with minimal supervision
Work Environment & Physical Demands:
  • Primarily office-based with occasional movement throughout the workspace
  • Frequent computer use and data entry
  • Work in a climate-controlled environment with moderate noise
Why Join Us?Work in a dynamic, growing organization that values operational excellence, internal collaboration, and a customer-first mentality. You'll play a critical role in ensuring smooth service delivery and customer satisfaction while enjoying opportunities to grow within a supportive team environment.

Power Placement Partner