HVAC Service Coordinator: Projects & Scheduling

Are you someone who thrives in a fast-paced, team-driven environment and enjoys ensuring everything runs smoothly? If you have an eye for detail and a passion for delivering exceptional administrative support, this is your opportunity to shine!

We’re looking for a proactive Service Coordinator to join our dynamic and supportive service team at our site in Ashby De La Zouch! Ready to make a meaningful impact where your organizational skills and attention to detail are truly valued? We can't wait to meet you!

The Role

The Service Coordinator will play a pivotal role in supporting the successful delivery of projects for Swegon UK&I, a leading provider of innovative HVAC solutions. This role requires a highly organized individual with a keen attention to detail who thrives in a dynamic and fast-paced environment. As the coordinator, you will act as the central point of contact for internal teams, suppliers, and customers, ensuring effective communication and coordination at all stages of the project.

Your ability to collaborate with multiple stakeholders—including project managers, engineering teams, external contractors and clients—will be key to ensuring that each project progresses smoothly and on schedule. You will take charge of coordinating tasks, tracking milestones and ensuring that timelines are adhered to, while also making sure that each project remains within scope and budget.

With a clear focus on achieving the best possible outcomes for the business and our clients, you will be responsible for problem-solving and addressing any issues that may arise, keeping all parties informed and ensuring that any challenges are swiftly resolved. By maintaining a clear overview of ongoing projects, you will ensure that high standards of quality and efficiency are consistently met, driving the successful delivery of HVAC solutions for Swegon UK&I.

Main duties and responsibilities

• Proactively identify potential business opportunities for the company.
• Handle incoming calls to the Service desk, addressing customer needs and ensuring their requirements are proactively met.
• Plan and schedule engineers for onsite works including flatpacks, rebuilds and commissioning.
• Monitor and maintain monthly labour efficiency according to company standards, minimizing non-chargeable time.
• Participate in weekly planning meetings to optimize labour scheduling and ensure cost-effectiveness.
• Escalate any potential overruns to management and ensure engineers do not proceed with additional work without proper authorization.
• Order parts and equipment for works, maintaining clear communication with engineers and customers to meet delivery deadlines and specific requirements.
• Maintain proactive communication with engineers, customers, and suppliers on a daily basis.
• Ensure all work is focused on customer satisfaction by providing accurate estimated timescales and regular status updates.
• Oversee service office administration, ensuring service reports are complete, accurate and aligned with company standards and properly transferred as needed.
• Review service reports to verify completion of all tasks and prepare job packs for processing and invoicing.
• Regularly update the company’s operating system to maintain accurate management reports and auditable records.

About You

The ideal candidate will always demonstrate discretion and confidentiality, with the ability to work with attention to detail and meet deadlines when required. Strong communication, influencing, and organizational skills are essential, as is the ability to prioritize workload and make effective decisions. You should be proactive, with a positive attitude towards work and others, and a team player who contributes to a collaborative environment. You will show a commitment to quality standards, health and safety protocols, and continuous improvement. You must also be receptive to feedback, new ideas, and changes, while maintaining accurate and compliant records. Additionally, you will be eager to take on extra responsibilities to develop their skills and contribute effectively to team objectives, demonstrating a 'can-do' attitude and respect for the needs of others.

Essential Experience & Qualifications

• Experience of working within a service office environment and understanding the importance of labour scheduling.
• Computer literacy - knowledge of Microsoft Word, Outlook, Excel & Database Applications.
• Experience of customer service.
• Good level of administration.
• Professional telephone manner.
• GCSE Math’s and English grade C or 5, or above.
• Computer Literacy.

Desirable

• Knowledge of the HVAC industry or experience with large-scale construction projects is an advantage.
• Experience of sourcing materials through approved suppliers.
• A’ Levels or equivalent.

We offer

At Swegon, we work to create the world's best indoor climate that makes people thrive and feel good inside. We have ambitious goals in our sustainability efforts, in offering the most energy-efficient products, promoting gender equality, and becoming carbon neutral, and we have clear transparency in our work. We offer exciting challenges in a global environment with competent colleagues and a culture characterized by our values; "Customer Empathy, Trust, and Commitment," which permeate everything we do and are the basis for the decisions we make and how we interact with each other. At Swegon, we have an open and flexible organizational culture with short decision-making processes, plenty of development opportunities, and we care about you being able to balance your work with your personal life. We place great emphasis on personal qualities, welcome applicants with different backgrounds, and strive for diversity and gender equality.

About Swegon Group

Swegon Group, owned by the Stockholm Stock Exchange-listed Investment AB Latour, is a market-leading provider of a healthy indoor climate, with solutions for ventilation, heating, cooling, and climate optimization, as well as connected services and technical expertise. Swegon has subsidiaries and distributors worldwide and 17 production units in Europe, North America, and India. The company has approximately 3000 employees and had a turnover of approximately SEK 6 billion in 2022.