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Service & Warehouse Coordinator - HVAC/R

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Location: Santa Clarita, CA, United States
Date Posted:
ReqID: 23-VN8784


With over 150 years of experience, and headquartered in Southern CA, CoolSys is the market-leading indoor environment solutions company. Our full spectrum of best-in-class services includes HVAC & refrigeration installations, remodels, service & maintenance; and energy solutions, including controls and lighting. CoolSys serves customers in the retail, commercial, food service, educational, healthcare, and industrial markets. 

We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include:
  • Competitive pay up to $25-28 - depending on experience 
  • Medical, Dental, Vision and Prescription coverage
  • Paid vacation and holidays
  • 401(K) match
  • Life insurance, AD&D and long-term disability
  • Tuition reimbursement
  • Opportunities available nationwide
  • Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more
  • Pet Insurance
  • Legal Plan, and ID Theft Protection

As a Service Coordinator at CoolSys, Inc., you play a pivotal role in ensuring the efficient functioning of our Operations department. You are responsible for providing comprehensive coordination support to Service Managers and Technicians. Your tasks are varied and dynamic, ranging from facilities maintenance to dispatch, purchasing, PM tracking, inventory management, fleet coordination, training, safety compliance, and offering general administrative support. By excelling in this role, you directly contribute to the company's growth and reputation by upholding our commitment to excellence and customer satisfaction.
Coordination and Communication:
  • Establish and maintain strong relationships with Service Managers and Technicians, facilitating seamless communication within the assigned branch.
  • Collaborate closely with area managers to ensure adherence to facility safety requirements and operational needs.

 Dispatch and Scheduling: 

  • Coordinate with dispatch for efficient technician scheduling, parts notifications, and prioritization of follow-ups.
  • Provide accurate ETAs on parts to the required departments, ensuring timely service delivery.

Purchasing and Inventory Management: 

  • Work closely with the purchasing department, ensuring correct parts are ordered promptly and approving tool purchases.
  • Oversee the closure of purchase orders and act as a liaison between purchasing and vendors, managing returns efficiently.
Preventative Maintenance and Technical Support:
  • Assist the Preventative Maintenance management team in scheduling and completing maintenance tasks using pre-selected field resources.
  • Verify and confirm parts availability for field technicians before dispatch, ensuring their productivity.

Administrative Support and Process Improvement: 

  • Address general administrative issues for field technicians, including approvals, missing documentation, and scheduling assistance.
  • Continuously identify opportunities for process improvement, proactively notifying Operations Leaders of potential or existing issues.
Key Competencies and Skills:
  • Excellent Communication: Strong verbal and written communication skills to facilitate effective interactions with internal and external stakeholders.
  • Detail-Oriented: Keen attention to detail in coordinating schedules, managing inventory, and overseeing administrative tasks.
  • Technical Proficiency: Proficiency in Microsoft Office products such as Word and Excel for accurate documentation and system updates.
  • Customer Focus: Exceptional customer service skills, ensuring customer satisfaction in every interaction.
  • Team Collaboration: Ability to work both independently and collaboratively within a team-oriented environment.

Physical Demands: 

  • Seeing, hearing, stooping/bending, balancing on high places, moving around the office, speaking, driving, climbing (ladder, forklift, etc.), lifting/carrying heavy items (10 lbs+), standing for long periods, working outside, using hands/fingers, reaching/overhead.


  • Education: High school diploma with 2-3 years of relevant work experience.
  • Preferred Experience: Previous experience in warehouse operations is highly desirable.
  • Technical Skills: Familiarity with forklift and pallet jack operations is advantageous.

Growth Opportunities: As a Service Coordinator, you have the potential to advance within CoolSys, Inc. Your role serves as a crucial link between various departments, providing you with a comprehensive understanding of our operations. With demonstrated excellence, you may progress into roles with greater responsibilities, such as Senior Service Coordinator or Operations Manager. 

Interpersonal Interactions: You will collaborate closely with Service Managers, Technicians, area managers, and the purchasing department. Building strong relationships and effective communication with these stakeholders is fundamental to your success.
Contribution to Company Growth: Your role significantly contributes to the company's growth by ensuring streamlined operations, timely service delivery, and excellent customer satisfaction. Your attention to detail, proactive problem-solving, and commitment to process improvement enhance our operational efficiency and directly impact our overall success.
Additional Certifications/Training: While not mandatory, certifications or additional training in supply chain management, inventory control, or customer service can enhance your suitability for the role, showcasing your dedication to professional development and improving your skillset.
Work Environment: The Service Coordinator operates in an indoor general office environment, which is reasonably clean, well-lit, and ventilated. The noise level in the work environment is usually quiet to moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Confidential Data: This position may be exposed to confidential information about the company, customers, and other employees regularly. Disclosure of such information to any outside party in a business or social context can seriously impact the company and may jeopardize the relationship of trust with customers. Please refer to the Confidentiality section of the company policies for additional guidelines regarding the protection of confidential data.
At CoolSys, Inc., we value the expertise and dedication of our Service Coordinators. Your role is integral to our success, and we encourage your growth within our organization as we continue to lead the industry in providing exceptional service to our clients.
Today, there are 22 different companies that make up the CoolSys family of brands. When you join CoolSys, you join a nationwide network of the country's best and most highly trained techniciansOur valued employees are at the heart of our continued growth and success. We invite you to be part of that growth!
Connect with us on Facebook and on Twitter.
Coolsys is an EEO/AA/M/F/Vet/Disability Employer.  All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics are encouraged to apply.
Pre-employment background screening (criminal and MVR) and drug testing (including for marijuana) are required for all positions. Coolsys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance. #jm2023

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