ABM Industries · 2 weeks ago
Coordinator, HVAC
Benicia, CA
Full-time
Onsite
New Grad, Entry Level
$28/hr - $32/hrABM Industries is one of the world’s largest providers of integrated facility, engineering, and infrastructure solutions. The Coordinator serves as the initial point of contact for customers and service providers, scheduling technicians for repairs, installations, and emergency services while ensuring customer satisfaction and operational efficiency.
Facilities Support ServicesFacility ManagementJanitorial Service
Responsibilities
Support the performance of the branch operations, including planned and unplanned maintenance/service/installation/control calls from customers
Support successful operations consistent with ABM policies, programs, procedures, systems, and guidelines
Work closely with customers to answer and respond appropriately to service calls and emergency calls in accordance with Escalation Procedures
Meticulous detail on follows up with customer’s requests and proactive communication with internal and external customers
Enter maintenance equipment and tasking for all new agreements and revisions to existing agreements
Maintain all service operation’s files and file documents accurately and maintain all agreement, service, and customer number logs
Properly administer all start-up functions of new maintenance agreements including Setting up files, enter equipment for new maintenance agreements, create tech packet and equipment stickers
Properly administer all functions relating to administration of service quoted jobs
Handle the daily incoming calls from customers and technicians as part of the field service automation and dispatch process – work order management
Support use of technicians’ mobile field technology
Maintain escalations and letters for customers on an annual basis
Assist the sales consultants with proposals, reports, or various tasks as needed
Support customer satisfaction initiatives and process
Support business processes for scheduling and route optimization
Support Training & Safety initiatives
Do research in specific, defined areas as directed by assigned staff
Provide support for any special projects as assigned by your manager. These special projects, at the determination of your manager, may or may not become part of this position’s primary responsibilities
Works closely with dispatcher to schedule appropriate technicians to ensure the service calls and quoted jobs are staffed with the appropriate leadership, appropriately skilled technicians, and appropriate number of technicians
Works closely with Service Managers and/or Project Manager to schedule major repairs and keep them informed of scheduling and coordination efforts
Create and manage work orders in Alliance for quoted repairs, emergencies and preventative maintenance as needed
Responsible for distributing customer assurance review and exception (CARE) information to designated manager
Ensure technicians have all customer contact information and job specific scope information to complete work in timely fashion
Follow-up daily to ensure appropriate entry of work performed by technicians and Subcontractors
Complete Work Order Audit Process for All Completed Work Orders daily
Support Service Managers with coordination of scheduling between Technician, Subcontractor and Customer Representative
Assist Service Managers in securing documentation for inclusion in reporting and invoicing to customer
If Dispatcher not available, make Work Order scheduling calls to technicians
Answer phones, complete timecards and Process Payroll etc
Maintain inventory preparation and entry
Maintain boiler annuals – prepare permit paperwork / forms for the techs
Schedule and issue PO’s, set up new service and coordinate first visits for subs and/or vendors
Maintain current inventory & assist with new hires / changes
Assist with Onboarding and Offboarding as needed
Manage/coordinate vendors for office services, order office supplies and organize/maintain supply room and maintain business card ordering
Process and route agreements for cancellation
Assist techs with tool sign out or refrigerant tank sign out as needed
Vehicles – fleet management and reports
Maintain parts check in’s
Maintain and distribute office phone list
Track and schedule vehicle maintenance, repairs, signage, etc
Help locate, order, and track parts needed in the field
Various research, administrative, or operations tasks as needed
Vendor and sub-contractor file maintenance
Speak with vendors directly via phone/email and answer basic AP questions when needed
Follow-up on quotes issued the previous week if no response has been received
Order parts, track, and schedule repairs with customer approval
Order uniforms and other apparel as the seasons/needs change
Collaborate with Service Manager and Supervisors on repair proposals for HVAC/Mechanical equipment
Communicate timeframes/ETAs with ABM staff, sub-contractors, and customers
Knowledge of mechanical systems and HVAC industry a plus Strong Computer skills
Maintain and process extra work forms. (field leads)
Maintain PM report, mileage report, payroll reports
Immediately advise manager of customer complaints to expedite resolution to ensure and maintain long term relationships. Communicate resolution to customer
Provide dispatching and / or provide dispatching support to Dispatcher
Build and maintain rapport and positive working relationships with field, office personnel and customers to resolve problems, exploit opportunities and maximize profits
Maintain understanding of mechanical systems to make appropriate decisions in scheduling all types of work (P.M., repairs, replacement, installs, controls etc)
Qualification
Required
Maintain professional demeanor and appearance
Mechanical aptitude to ask questions and anticipate the next step in the process is critical
Exceptional Customer Service skills
Strong Organizational skills and attention to detail
Excellent Verbal and Written Communication skills
Proven ability to multi-task
Proven ability to work effectively in a team environment
Microsoft Office (outlook, excel and word)
Ability to keep accurate records of activities performed
Must be well organized, hard worker, great attitude, and a team player
Ability to understand and carry out instructions quickly
Ability to accurately take complete and accurate phone messages, motivate others, conduct research, and present a positive, professional image of self and Company in all conversations
Ability to screen incoming calls to help manage the time of assigned staff
Apply proper rules of spelling, grammar, and punctuation in all written and oral communications
Immediately advise manager of customer complaints to expedite resolution to ensure and maintain long term relationships. Communicate resolution to customer
Provide dispatching and / or provide dispatching support to Dispatcher
Build and maintain rapport and positive working relationships with field and office personnel to resolve problems, exploit opportunities and maximize profits
Preferred
Experience working with Alliance Systems a plus
Benefits
ABM offers a comprehensive benefits package.
Company
ABM Industries
ABM Industries is a facility management company that offers airport shuttles, wheelchair assistance, and janitorial services to businesses.
Founded in 1909
10001+ employees
H1B Sponsorship
ABM Industries has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (5)
2024 (4)
2023 (2)
2022 (3)
2021 (4)
2020 (3)
Funding
Current Stage
Public CompanyTotal Funding
$2.2B2025-02-27Post Ipo Debt· $2.2B
1978-01-13IPO
Leadership Team
Scott Salmirs
President and CEO
Rene Jacobsen
EVP & Chief Operating Officer
Recent News
2026-01-06
The Motley Fool
2025-12-19
Private Equity Wire
2025-12-19
Company data provided by crunchbase