HVAC Project Coordinator
Company: Tak Heating & Cooling
Pay Range: Starting at $25/hour (based on experience and qualifications)
Schedule: Monday to Friday, 8:00 AM – 4:00 PM
Some overtime and occasional weekend work may be required based on operational needs.
About Tak Heating & Cooling
Tak Heating & Cooling is a growing residential HVAC company based in Coquitlam, BC, specializing in high-quality heating, cooling, and hot water solutions for homeowners across the Lower Mainland.
We pride ourselves on professionalism, communication, organization, and customer experience. As our company continues to grow, we are looking for a reliable and detail-oriented HVAC Project Coordinator to help support our operations team and ensure projects run smoothly from start to finish.
Position Overview
The HVAC Project Coordinator acts as the central hub between homeowners, technicians, suppliers, and management to ensure the smooth execution of HVAC installation projects and service calls.
This role includes scheduling, customer communication, purchasing, invoicing, permit coordination, lead management, and administrative support. The ideal candidate is highly organized, proactive, customer-focused, and comfortable handling multiple moving parts in a fast-paced environment.
This position utilizes Jobber, WhatsApp, spreadsheets, and internal systems to manage leads, track job progress, support project coordination, and facilitate communication between departments.
Key ResponsibilitiesScheduling & Coordination
- Schedule and coordinate installation projects, service calls, and inspections
- Maintain and update calendars, job schedules, and lead tracking systems
- Monitor pending, active, and completed service calls and installations
- Coordinate with technicians, homeowners, electricians, and suppliers to ensure smooth project execution
Customer Communication
- Communicate with homeowners regarding scheduling, project updates, estimates, and next steps
- Deliver a professional and positive customer experience throughout the project lifecycle
- Follow up with customers regarding inspections, warranty registrations, rebates, and outstanding items
Purchasing & Administrative Support
- Purchase materials, permits, parts, and equipment for installation and service repair jobs
- Track parts orders, deliveries, and equipment availability
- Maintain organized job records, including permits, estimates, invoices, and warranty information
- Assist with Fortis rebate applications and documentation
Invoicing & Financial Tracking
- Generate and process accurate invoices through Jobber
- Support gross profit tracking and job costing accuracy
- Track accounts receivable and follow up on outstanding invoices when required
Operational Support
- Support the service department with booking, warranty claims, and parts sourcing
- Assist with inbound and outbound customer calls
- Identify opportunities to improve systems, workflows, and customer experience
Qualifications & Attributes
- Fluent in English (written and verbal)
- Second language is considered an asset, especially Mandarin or Korean
- Minimum 2 years of experience in customer service, project coordination, dispatching, or administrative support
- HVAC, construction, or trades industry experience preferred
- Strong organizational, multitasking, and time management skills
- Experience with Jobber, QuickBooks, or similar job management/accounting software is an asset
- Proficient in Microsoft Office Suite, including Excel, Outlook, and Word
- Understanding of basic accounting principles and AP/AR workflows
- Ability to read and understand estimates, invoices, and project documentation
- Strong communication and interpersonal skills
- Detail-oriented, proactive, and self-motivated
- Strong problem-solving and decision-making abilities
- Comfortable working in a fast-paced and growing company environment
Performance Indicators & KPIs
Performance in this role may be measured through:
- Lead-to-installation conversion rates
- Accuracy and timeliness of Jobber entries and invoicing
- Open job tracking and backlog management
- Customer satisfaction and response times
- Accuracy and turnaround time for Fortis rebate submissions
- Support quality provided to field technicians
- Material ordering accuracy and coordination efficiency
- Department gross profit and job costing consistency
Why Join Tak Heating & Cooling?
- Be part of a fast-growing HVAC company with long-term opportunities
- Work in a supportive and team-oriented environment
- Help shape and improve operational systems as the company expands
- Opportunity for advancement into operations and management roles
- Make a direct impact on customer experience and company growth
Pay: From $25.00 per hour
Benefits:
- Company events
- Paid time off
- Work from home
Work Location: Hybrid remote in Coquitlam, BC
