HVAC Admin Support CSR

HVAC Admin Support / Customer Service & Scheduling Coordinator (Supports HVAC Manager) Apex Clean Air is a growing HVAC and Air Duct Cleaning company dedicated to providing expert service with a positive impact on our customers’ lives. We are seeking an energetic, organized, and self-motivated professional to join our fun, positive, and outgoing office team. This position is a key support role for our HVAC Manager and HVAC office operations. If you love staying organized, supporting a busy department, and taking care of customers from start to finish, you’ll thrive here. Important Note: Please apply only if you are reliable and dependable. Our team and customers rely on us daily—showing up prepared, consistent, and accountable is the first step to success.What We Offer A supportive, team-oriented environment Opportunity for growth, advancement, and raises Benefits eligibility after waiting period Professional training provided A company culture built on positivity, accountability, and teamwork Some positions may include working Saturdays (if applicable) Position Summary As the HVAC Admin Support / CSR Scheduling Coordinator, you will: Provide daily administrative and scheduling support for the HVAC Manager Handle customer service communication (phones, texts, emails) Schedule service appointments accurately and efficiently Keep department organization strong through follow-up, documentation, and task management This is a fast-paced role that requires strong attention to detail, a positive attitude, and the ability to pivot when priorities change. Key ResponsibilitiesCustomer Service & Phones Receive and make customer phone calls in a professional, friendly, confident manner Answer and route calls appropriately, following call flow scripts and templates Respond to and send customer texts/emails promptly and accurately Scheduling & Follow-Up Schedule HVAC install appointments to meet customer needs and maximize daily efficiency Confirm key appointment details (name, address, phone, email, and appointment date/time) Monitor pending items (unconfirmed appointments, reschedules, open availability) and follow up appropriately Document communication thoroughly and maintain organized scheduling records Admin & Department Support Provide daily administrative support to the HVAC Manager and assist with department organization Maintain clean notes, task tracking, and internal communication to keep operations moving Help solve scheduling or customer-related issues proactively with a calm, helpful approach Skills & Qualifications Strong customer service skills and professional phone etiquette Organized, detail-oriented, and able to multitask efficiently Excellent communication and interpersonal skills (speaking and listening) Strong time management and prioritization skills Coachable and open to feedback Ability to problem solve, think ahead, and take initiative High level of professionalism and dependability (attendance and follow-through matter here) Preferred (Nice to Have): Experience in HVAC or home services CRM or scheduling software experience (ServiceTitan or similar) Our Ideal Candidate Is Dependable – reliable, consistent, and on time People-Oriented – enjoys interacting with customers and teammates Adaptable – thrives in a fast-paced environment with frequent shifts in direction Detail-Oriented – careful, precise, and focused on quality Achievement-Oriented – takes pride in overcoming challenges and contributing to growth Pay: $18.00 - $22.00 per hour Work Location: In person