Client Coordinator


Retail Mechanical Services is growing! We are looking for individuals who can assist us in providing excellent customer service through our core values of Commitment, Consistency, Creativity & Communication. Our services are utilized by various Fortune 500 retailers and restaurants at sites spanning the Unites States, Canada and Puerto Rico.  


Essential Duties and Responsibilities 

  • Communication – The key to our success. Clear language, excellent written and verbal skills  
  • Commitment – We want to continue to grow our business and take our employees with us!  
  • Consistency – treat all our clients and vendors professionally and with respect.  
  • Creativity – get the best pricing possible for our vendors and clients.  
  • Technical Skill – be computer savvy  
  • Confidence – Be confident in your decisions  


Essential Duties and Responsibilities 

The essential functions include, but are not limited to the following:  


Position Summary 

The Client Coordinator is responsible for coordinating HVAC service calls between our clients and vendors, ensuring positive and professional service.  Have a good understanding of the mechanical operations of HVAC and refrigeration units.  Good Communication skills are a must to effectively communicate and maintain consistent contact with vendors, clients and staff.  Manage individual Que and follow ups, handle IVR check in/outs.  Negotiate rates and pricing for labor and materials.     Assist accounting with any billing issues.  Assist with Dispatch and recruit new vendors when needed.  


The elemental functions include, but are not limited to the following: 



  • Organization of inbound and outbound communication via email 
  • Inbound/Outbound phone calls/Answering Group Line 
  • Communicate effectively with vendors, clients, coworkers and supervisors 
  • Verification and document client ETA’s on each work order 
  • Manage Individual Follow-Up Que 
  • Manage IVR check ins and check outs 
  • Maintain consistent contact with vendors updates/quotes/invoices/checklists/assets 
  • Update clients consistently and timely on work order status via client CMS platform, email and/or phone 
  • Negotiate vendor pricing 
  • Review Quotes and adjust accordingly 
  • Enter vendor/client quotes into internal CMS platform 
  • Understand basic mechanical operations of HVAC and refrigeration units 
  • Document all client and/or vendor communication  
  • Assist accounting department with any issues/discrepancies on work orders 



  • Attend bi-weekly team/company meetings 



  • On call rotation – required after successful completion of training 


As Needed: 

  • Dispatch assigned work orders, scheduling with vendor/client 
  • Recruiting for new vendors as needed (reactive/proactive) 
  • Assist other Dispatch/Coordinators & Supervisors 
  • Complete Quarterly/Annual self-evaluations  
  • Attend in office/off site training 
  • Attend team/company meetings 



Skills and Qualifications Required: 

  • Experience with multi line phone system 
  • Proficiency with Microsoft office (Excel, Word, Outlook, Teams) 
  • Previous professional customer service skills  
  • Strong clerical skills including data entry and organization 
  • HVAC/R Knowledge – preferred but not required 
  • Previous CMS system experience preferred but not required 
  • Willingness and ability to learn 


Work Environment: 

This is a full time position in a professional office setting.  Our office is located in Bohemia NY. Standard work hours are Monday – Friday, 9:00am to 5:00pm.  On-Call is required after you are fully trained. 


Benefits offered:   

Medical, Dental, Vision, PTO, 401k with company match, Life insurance and FSA.