HVAC Parts Coordinator

Overview

HVAC Parts Coordinator

Location: Plainfield, IN Company: Bassett Services Schedule: Monday–Friday, 8:00 AM – 5:00 PM

Position Summary

Bassett Services is seeking a highly organized and customer-focused HVAC Parts Coordinator to support our HVAC Service Department. This role is responsible for managing the HVAC parts ordering process from start to finish, coordinating repair schedules, communicating with customers regarding parts availability and repair timelines, and working closely with vendors, technicians, and management to ensure a seamless service experience.

The ideal candidate will possess strong organizational skills, excellent communication abilities, and a commitment to delivering exceptional customer service. Previous HVAC industry experience is helpful but not required.

Key Responsibilities

• Manage and oversee the HVAC parts ordering process for service repairs.
• Coordinate with supply houses and vendors to source parts and arrange deliveries.
• Schedule return repair appointments once parts are received and available.
• Communicate with customers regarding repair status, estimated timelines, and appointment scheduling.
• Track and monitor parts orders to ensure timely delivery and minimize service delays.
• Process and manage all HVAC warranty claims and transactions.
• Work directly with the HVAC Service Manager to coordinate technician schedules and service workflows.
• Maintain and update the ServiceTitan dispatch board, including:
• Parts pickup scheduling
• Technician return-to-repair appointments
• Repair date coordination
• Ensure accurate documentation of parts orders, warranties, and customer communications.
• Support department goals by maintaining efficient processes and high levels of customer satisfaction.

Qualifications

Required

• Strong organizational and time-management skills.
• Excellent customer service and communication skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong attention to detail and follow-through.
• Proficiency with computer systems and office software.
• Ability to work independently and collaboratively with team members.

Preferred

• HVAC, plumbing, electrical, or home service industry experience.
• Familiarity with ServiceTitan or similar dispatch/service management software.
• Experience coordinating inventory, parts ordering, or vendor relationships.

What Makes a Great Candidate?

• Proactive problem-solver who enjoys coordinating multiple moving parts.
• Customer-focused professional with a positive attitude.
• Strong relationship-builder with vendors, technicians, and customers.
• Ability to stay organized and maintain accuracy under deadlines.

Benefits

Bassett Services offers a competitive compensation package, comprehensive benefits, and opportunities for career growth within a growing and respected home services organization.

Bassett Services is an Equal Opportunity Employer.