HVAC Services Administrator

Everforth, Cybercoders • Full-time • Cranston, Rhode Island, United States • $20 - $30 / hour • 2w ago

Services Administrator

Position Overview
We are seeking a detail-oriented Services Administrator to coordinate and support field service operations for commercial HVACR and building systems. The ideal candidate will manage work order flow, scheduling, vendor relationships, parts procurement and contract administration to ensure timely, compliant and cost-effective service delivery. This role bridges office operations and field technicians, maintaining accurate records, optimizing preventive maintenance programs and supporting billing and warranty processes.

Key Responsibilities

Manage day-to-day service operations including intake and triage of service requests, work order creation, prioritization
Operate and maintain the CMMS (e.g., Maximo, ServiceTitan, FieldEdge) to track work orders, asset histories, inventory levels and preventive maintenance schedules.
Coordinate scheduling and dispatch for field crews, balancing technician skillsets, parts availability and customer priorities to meet SLA targets.
Administer service contracts: create and maintain scope documentation, track renewals, coordinate inspections, and ensure compliance with contract terms and billing schedules.
Support technicians with technical documentation, drawings and parts lookups (AutoCAD/Revit familiarity preferred); assist in blueprint interpretation and record updates after job completion.
Manage vendor and contractor relationships: obtain quotes, issue purchase orders, coordinate on-site logistics, and evaluate contractor performance.
Assist with cost estimating, job costing and budgeting for service work and small projects; prepare estimates and change orders for customer approval.
Administer warranty claims and follow-up with manufacturers or vendors to secure replacements or credits.
Monitor quality assurance: review completed work orders for accuracy, follow up on rework items and gather customer feedback to drive continuous improvement.
Perform basic invoicing and billing coordination with finance, prepare service reports and reconcile work order labor and materials with invoices.
Maintain accurate service records, asset documentation and service histories for audits and customer transparency.
Support energy management and efficiency initiatives by tracking service trends, recommending upgrades and coordinating energy audits as needed.

Qualifications

Knowledge of the HVAC/Building Controls industry a huge plus
2+ years experience in service coordination, facilities operations or field service administration
Hands-on familiarity with CMMS and scheduling/dispatch software (experience with Maximo, ServiceTitan or FieldEdge a strong plus).
Experience with inventory management, parts procurement, purchase orders and basic cost estimating and budgeting.
Strong administrative skills: work order management, contract administration, invoicing/billing systems and record-keeping.
Proven ability to read blueprints and work with HVAC drawings; experience with AutoCAD or Revit is preferred.
Strong communication and customer service skills, with the ability to coordinate between field staff, vendors and customers.
Proficiency with Microsoft Office (Excel, Outlook) and comfort analyzing service metrics and KPIs.
Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Benefits

Vacation/PTO
Medical
Dental
Vision
401k

For this position, you must be currently authorized to work in the United States without the need for sponsorship for a non-immigrant visa. This job was first posted by CyberCoders on 09/22/2026 and applications will be accepted on an ongoing basis until the position is filled or closed.Everforth CyberCoders is proud to be an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, status as a crime victim, disability, protected veteran status, or any other characteristic protected by law. Our hiring process includes AI screening for keywords and minimum qualifications, and a virtual recruiter as part of the application process. A human recruiter reviews all results. Click here for details on our virtual recruiter . Everforth CyberCoders will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable state and local law, including but not limited to the Los Angeles County Fair Chance Ordinance, the San Francisco Fair Chance Ordinance, and the California Fair Chance Act. Everforth CyberCoders is committed to working with and providing reasonable accommodation to individuals with physical and mental disabilities. Individuals needing special assistance or an accommodation while seeking employment can contact a member of our Human Resources team at [email protected] to make arrangements.

Salary

$20 - $30 USD per hour

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