Job Summary

Experienced Service Coordinator – HVAC

SWK Mechanical

Location: West St. Paul, Manitoba

Job Type: Full-time, Permanent

Schedule: Monday to Friday

Compensation: $52,000-$65,000, based on experience

About SWK Mechanical

SWK Mechanical is a growing HVAC company serving residential and commercial customers throughout Winnipeg and the surrounding area. We provide service, maintenance, and installation for heating, cooling, ventilation, and refrigeration equipment.

We are looking for an experienced Service Coordinator who can keep our technicians organized, communicate professionally with customers, and ensure service work moves efficiently from the initial call through completion and invoicing.

Position Summary The Service Coordinator is the main connection between our customers, technicians, suppliers, and management team. This position is responsible for receiving service requests, scheduling and dispatching technicians, maintaining accurate work orders, tracking parts, and helping ensure completed work is invoiced promptly.

The successful candidate will be highly organized, comfortable working in a fast-paced environment, and able to adjust the schedule when emergencies or unexpected issues arise.

Responsibilities

- Receive incoming service calls, emails, and customer requests.
- Gather accurate information and create detailed work orders.
- Schedule and dispatch service technicians based on priority, location, qualifications, and availability.
- Monitor the daily schedule and make adjustments as conditions change.
- Communicate appointment times, delays, and job updates to customers.
- Maintain communication with technicians throughout the day.
- Review work orders to ensure labour, materials, equipment information, photos, and service notes are complete.




- Follow up with technicians when required information is missing.
- Order parts and materials and track outstanding orders.
- Coordinate return visits once required parts become available.
- Prepare estimates and follow up on outstanding quotes.
- Assist with invoicing completed service work.
- Assist with accounts receivable, customer payments, and outstanding invoice follow-ups.
- Process manufacturer warranty documentation and track warranty claims.
- Maintain recurring preventive-maintenance schedules and customer agreements.
- Help coordinate permits, inspections, subcontractors, and rental equipment when required.
- Maintain organized electronic customer and job records.
- Assist with safety documentation and other administrative responsibilities.
- Provide qualified and courteous customer service, including when handling urgent calls or customer concerns.
- Support management and field staff with daily operational requirements.

Required Qualifications
- Previous experience in service coordination, dispatching, scheduling, or a similar administrative position.
- Strong organizational and time-management abilities.
- Excellent verbal and written communication skills.
- Ability to manage competing priorities and frequent schedule changes.
- Strong attention to detail and accurate data-entry skills.
- Comfortable communicating with customers, technicians, suppliers, and management.




- Ability to remain calm and professional when dealing with emergencies or upset customers.
- Proficiency with email, Microsoft Office, and cloud-based software.
- Reliable transportation to our West St. Paul office.
- Legally authorized to work in Canada.

Preferred Qualifications
- Experience working for an HVAC, refrigeration, plumbing, electrical, construction, restoration, automotive, equipment-rental, or other field-service company.
- Knowledge of HVAC service terminology, equipment, and parts.
- Experience with Service Fusion or another field-service management platform.
- Experience with QuickBooks Online.
- Experience preparing estimates and processing invoices.
- Familiarity with warranty claims and preventive-maintenance agreements.
- Basic accounts-payable and accounts-receivable experience.

HVAC experience is preferred but not mandatory. Applicants with strong coordination experience from another service-based industry are encouraged to apply.

What We Offer

- Competitive compensation based on experience.
- Full-time, year-round employment.
- Health and dental benefits.
- Four-percent matched pension program.
- Paid vacation.
- On-site parking.
- Training and support.
- Opportunities for increased responsibility and advancement.
- A stable position with a locally owned and growing company.

How to Apply Please submit your resume through Indeed. Include details about your previous scheduling, dispatching, customer-service, invoicing, and field-service experience.

Only candidates selected for an interview will be contacted.

Pay: $52,000.00-$65,000.00 per year

Benefits

- Casual dress
- Company events
- Company pension
- Dental care
- On-site parking
- RRSP match

Work Location: In person

📌 Service Coordinator (West St. Paul)
🏢 SWK Mechanical
📍 West St. Paul