Hvac Service Backoffice Executive

**Job Description: HVAC Service Backoffice Executive**

**Position**: HVAC Service Backoffice Executive
**Location**: Andheri,Mumbai.
**Department**: Service Operations
**Reports To**: Service Manager

**Job Type**: Full-time

**Job Overview**:
**Key Responsibilities**:

- **Service Coordination**:

- Schedule and manage service appointments for HVAC installations, maintenance, and repairs.
- Coordinate with field engineers and ensure the timely and accurate completion of service tasks.
- Act as the main point of contact between customers and service technicians.
- **Customer Support**:

- Answer customer inquiries regarding service requests, complaints, and general HVAC information.
- Provide customers with updates on service status, technician arrival times, and any service-related changes.
- Maintain a positive customer relationship through effective communication and problem resolution.
- **Data Entry & Record Keeping**:

- Enter and maintain accurate service request details in the system.
- Ensure all work orders, invoices, and service reports are correctly filed and updated.
- Manage customer accounts and ensure accurate tracking of service history and maintenance schedules.
- **Billing & Invoicing**:

- Generate and send invoices for completed HVAC services, ensuring accurate pricing, parts, and labor charges.
- Follow up on outstanding invoices and assist with payment processing.
- **Inventory Management**:

- Track inventory levels of HVAC parts and supplies, ensuring stock availability for upcoming service jobs.
- Coordinate with the purchasing department to reorder supplies when necessary.
- **Documentation & Reporting**:

- Prepare regular service reports, detailing completed jobs, pending tasks, and customer feedback.
- Analyze service data to identify trends, performance issues, or areas for improvement.
- **Scheduling & Planning**:

- Organize the service team’s daily schedules, ensuring optimal allocation of resources.
- Prioritize urgent service calls and schedule emergency repairs as required.
- **Technical Support**:

- Provide basic troubleshooting support to customers over the phone, escalating complex issues to senior technicians.
- **Administrative Support**:

- Assist in preparing contracts, agreements, and service-related documentation.
- Maintain and update customer databases with accurate contact information and service histories.

**Qualifications**:

- **Education**:

- High School Diploma or equivalent required; a Bachelor's degree in Business Administration, Engineering, or a related field is a plus.
- **Experience**:

- Minimum of 1-2 years of experience in a back-office support or customer service role, preferably in the HVAC or service industry.
- **Skills & Abilities**:

- Strong organizational and multitasking skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with HVAC service management software is a plus.
- Excellent communication skills (both verbal and written).
- Ability to manage time effectively and prioritize tasks.
- Problem-solving skills and the ability to handle difficult customer situations with professionalism.
- Attention to detail and high accuracy in data entry.
- **Personal Attributes**:

- Customer-oriented mindset with a focus on delivering quality service.
- Self-motivated and able to work independently as well as part of a team.
- Adaptable and willing to learn new software, systems, or processes as needed.

**Benefits**:

- Competitive salary and benefits package
- Opportunity for career growth and development
- Paid holidays
- Health benefits

Pay: ₹15,000.00 - ₹20,000.00 per month

**Benefits**:

- Health insurance

Schedule:

- Day shift

**Education**:

- Diploma (preferred)

**Experience**:

- total work: 1 year (preferred)

Work Location: In person