HVAC Restoration Coordinator Workflow

Overview

The HVAC Restoration Coordinator owns mold protocol and IAQ projects from sale close through completion. The Coordinator’s primary job is to translate the accepted estimate, photos, and protocol into a clear one-page work document for the HVAC Restoration Technicians, then manage execution and closeout.

Step 1: Job Intake

Once a quote is accepted, the Coordinator receives the project from the IAQ Inspector. The Coordinator:

• Reviews the accepted estimate and confirms which tier was sold (Minimum-Protocol, Base Protection, or Elite Performance)
• Reviews the photos and notes from the site visit
• Reviews the protocol in full
• Identifies any inconsistencies or questions and resolves them with the Inspector

Step 2: Build the Tech Work Document

The Coordinator prepares a one-page work document for the assigned Technician(s). The document includes:

• Scope of work to be executed (matching the sold tier)
• Relevant photos and notes from the Inspector
• Protocol items being addressed
• Any specific standards or requirements for the job
• Coordination details with the restoration vendor (timing, access, shared work areas)
• Timeline and sequencing requirements
• Customer contact information and any special considerations
• Documentation requirements for the job

Step 3: Restoration Vendor Coordination

If the project involves the restoration vendor (United Water Restoration), the Coordinator:

• Confirms scope alignment between internal and restoration scope
• Aligns on schedule, sequencing, and key milestones
• Determines when the Technician can enter
• Adjusts internal scheduling if restoration timelines shift

Step 4: Dispatch and Execution

The Coordinator dispatches the Technician with the work document and manages execution:

• Sequences teams and tasks
• Communicates across departments
• Adjusts in real time as needed

Step 5: Quality Control & Closeout

The Coordinator reviews completion documentation from the Technician, verifies work matches scope and protocol standards, and confirms readiness for the next phase (clearance testing, install handoff, or project close).

Summary Flow

1. Quote accepted → Coordinator takes ownership
2. Review estimate, photos, and protocol
3. Build one-page tech work document
4. Coordinate with restoration vendor (if applicable)
5. Dispatch Technician
6. Manage execution
7. Review completion documentation and close the project