Operations Coordinator at Rabine Mechanical Solutions LLC

Crystal Lake, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

24 Apr, 26

Salary

0.0

Posted On

24 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Dispatch Coordination, Scheduling, Customer Communication, Material Coordination, Organizational Skills, Attention to Detail, Service Management Systems, HVAC Knowledge, Logistics Support, Work Order Management, Problem Solving, Team Collaboration, Training, Documentation, Professional Communication, Emergency Response

Industry

Building Equipment Contractors

Description

Description Summary/Objective The Operations Coordinator works under the direction of the Operations Manager and is responsible for the day-to-day coordination and execution of commercial HVAC service operations. This role leads technician dispatch, coordinates purchasing and material logistics, and manages proactive customer notifications to ensure work is scheduled efficiently, properly supported, and clearly communicated from request through completion. The Operations Coordinator executes established operational processes, supports field teams with scheduling and logistics, and serves as the central point of coordination between technicians, vendors, customers, and operations leadership. Essential Functions Dispatch & Scheduling Coordinate daily dispatch of commercial HVAC service technicians under the direction of the Operations Manager Schedule work based on priority, urgency, SLAs, and technician capabilities Adjust schedules in real time to address emergencies, delays, or scope changes Ensure all service calls are accurately scoped, scheduled, and documented Support workload balancing and route efficiency Purchasing & Material Coordination Coordinate purchasing of parts, equipment, and materials required for service and small project work Confirm pricing, availability, and lead times with approved vendors Track material status and backorders and communicate impacts to operations leadership Ensure materials are delivered to the correct location and available when work begins Maintain purchasing accuracy and documentation in company systems Customer Communication & Notifications Proactively communicate with customers regarding scheduling, technician arrival times, delays, and job completion Serve as a consistent point of contact for service coordination questions Ensure customers are informed of next steps, follow-up needs, and close-out status Maintain professional, timely communication aligned with company standards Operational Support & Execution Support technicians with access coordination, logistics, and job documentation Ensure work orders are complete, accurate, and closed out properly Coordinate with billing and operations leadership to support timely invoicing Identify recurring scheduling, material, or communication issues and escalate appropriately Assist with onboarding and training technicians on dispatch and workflow procedures Requirements Qualifications: 3+ years of experience in commercial HVAC operations, dispatch, or service coordination Working knowledge of commercial HVAC service workflows and terminology Strong organizational skills and ability to manage multiple priorities Clear, professional written and verbal communication skills High attention to detail and follow-through Proficiency with service management, dispatch, or work order systems Success in This Role Looks Like Technicians are scheduled efficiently and prepared for each service call Parts and materials are available when work begins Customers receive clear, proactive communication with minimal surprises Fewer service delays caused by scheduling or material issues Strong alignment between field operations, vendors, and customers Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Work Environment This job operates in a professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Demands This is largely a sedentary role. This role requires the individual to express or exchange ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly. This role requires the individual to make substantial movements (motions) of the wrists, hands, and/or fingers often. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading. Position Type and Expected Hours of Work 40 hours per week, Monday through Friday Travel Up to 10% local travel is required for this role. EEO Statement The Rabine Group and its companies is an equal opportunity employer.

Responsibilities

The Operations Coordinator is responsible for coordinating the daily dispatch of HVAC service technicians and managing purchasing and material logistics. This role ensures efficient scheduling and clear communication with customers throughout the service process.