HVAC Customer Service Rep / Dispatcher

Job description:

About us

Cardwell HVAC LLC is a small business in Cherry Hill, NJ. We are professional, agile and professional.

Our work environment includes:

• Relaxed and supportive office atmosphere
• Friendly, team-oriented culture where everyone’s voice is heard
• Modern workspace with up-to-date tools and technology
• Food and snacks provided regularly
• Casual dress code
• Company events, appreciation days, and team lunches
• A place where you’re not just an employee — you’re part of the family

Job Overview: We are seeking a Customer Service Representative to join our team. The ideal candidate will be responsible for providing exceptional customer service and support in a fast-paced environment.

Responsibilities:

• Schedule HVAC estimate appointments and coordinate with Comfort Specialists for follow-up on all leads
• Maintain consistent communication with customers to confirm appointments, handle rescheduling, and answer questions
• Make and receive inbound and outbound calls to ensure timely scheduling, follow-ups, and overall customer satisfaction
• Coordinate and manage all required financing paperwork, including customer applications, approvals, and documentation
• Collect customer deposits and accurately record all payment information
• Obtain AHRI certificates and verify equipment meets all financing and rebate requirements
• Ensure all required paperwork is completed, signed, and submitted using e-sign tools (e.g., Adobe Sign)
• Maintain and update tracking spreadsheets (Google Sheets) and CRM systems (e.g., ServiceTitan) for estimates, jobs, and customer interactions
• Collaborate closely with the install manager to schedule sold jobs efficiently
• Assist in coordinating permits, rebates, and any additional post-sale documentation
• Exhibit strong problem-solving skills to resolve scheduling conflicts, customer concerns, or documentation issues quickly and professionally
• Provide exceptional customer service with a friendly, solutions-focused approach

Skills:

• Familiarity with local permitting processes and municipal requirements
• Basic knowledge of HVAC financing options (e.g., GoodLeap, Synchrony, etc.)
• Experience with Adobe Acrobat and e-sign platforms (e.g., Adobe Sign, DocuSign)
• Understanding of current HVAC rebates and incentive programs (utility or manufacturer)
• Comfort working in CRM systems such as ServiceTitan
• Ability to track and manage spreadsheets (Google Sheets or Excel)
• Prior experience coordinating with sales reps, installers, and vendors
• Strong attention to detail and the ability to manage multiple tasks in a fast-paced environment

MUST HAVE PREVIOUS HISTORY WORKING IN HVAC INDUSTRY

PREVIOUS USE OF SERVIE TITAN A PLUS!!

Job Types: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday