HVAC Trade Specialist

Vixxo is seeking a full-time HVAC Trade Specialist to sit in our Dallas or Wichita office.

Role Summary

The HVAC Trade Specialist is the technical knowledge anchor inside Vixxo's AI-first HVAC operating model.

This role brings practical HVAC expertise into daily execution, service provider selection, scope review, quote validation, repair-versus-replacement decisions, recurring-issue diagnosis, project-transition identification, and AI workflow improvement.

This is not a traditional back-office subject matter expert role. The Specialist works inside the operating rhythm of the HVAC team. They help the team make better HVAC decisions earlier in the service-request lifecycle, improve first-time fix, reduce callbacks, protect margin, strengthen provider execution, and teach AI agents what good HVAC judgment looks like.

The Specialist is expected to be HVAC-proficient from day one. They do not need to be the final authority on every commercial decision, but they must be credible enough to help operators, the HVAC leader, account teams, project teams, and service providers separate routine work from true trade risk.

What The Role Owns

• HVAC trade guidance for daily execution.


• Review of complex, recurring, high-cost, or ambiguous HVAC service requests.


• Intake triage support, including asset type, issue classification, urgency, missing information, site history, trade fit, and routing needs.


• Technical input on service provider selection based on geography, licensing, asset type, specialization, past performance, and job complexity.


• Scope review for repairs, PM work, major repairs, replacements, installs, and project-transition cases.


• Quote review support, including reasonableness of labor, materials, equipment, diagnosis, trip charges, refrigerant handling, crane or lift needs, and replacement recommendations.


• Repair-versus-replacement guidance in partnership with the HVAC leader and HVAC Projects team.


• Identification of recurring failure patterns and root-cause opportunities by customer, site, asset, region, and service provider.


• Escalation guidance for health, safety, comfort, uptime, compliance, weather, and customer-impact risks.


• Support for PM scope quality, PM completion issues, and follow-up actions.


• Technical support for service provider performance conversations where delegated by the HVAC leader.


• HVAC knowledge-base improvement for AI agents, operators, and future training.


• Validation of AI-generated HVAC recommendations before those recommendations become part of the operating model.


• Practical AI workflow improvement ideas based on real HVAC work moving through the team.

AI-First Expectations

The HVAC Trade Specialist does not sit outside the AI-first model. They are one of the people who make the model credible.

The Specialist works with the HVAC leader, operators, project partners, service provider management, account teams, and technology partners to turn HVAC expertise into repeatable AI-assisted workflows. The goal is not to replace trade judgment. The goal is to scale it, make it more consistent, and move it earlier in the work lifecycle.

Expected AI-enabled work includes intake triage and issue classification, asset and equipment-type identification, missing information detection, prior history and recurrence review, service provider matching and capability scoring, scope and quote reasonableness checks, repair-versus-replacement decision support, PM scope and completion review, escalation detection, reactive-to-project handoff detection, invoice and closeout documentation review, pattern capture for future agent training, and prompt, template, and operating-rule improvement based on daily execution.

The Specialist is accountable for trade accuracy. AI can surface patterns, summarize history, draft questions, and recommend next steps. The Specialist validates whether the HVAC logic is sound.

Role Boundaries

The HVAC Trade Specialist should make the HVAC leader, operators, and project partners smarter, faster, and more consistent. The role should not create a second chain of command.

The Specialist owns the quality of HVAC expertise flowing into decisions. The Specialist does not independently own the pod P&L, final rate posture, team performance, customer relationship, or service provider relationship unless those responsibilities are explicitly delegated by the accountable leader.

The Specialist may support both reactive and project work. If the role supports both, the team still needs to define who the Specialist reports to, which meeting cadence the Specialist attends, who sets priorities when reactive and project work compete, when work transfers from reactive execution to project management, and who owns service provider direction once a handoff occurs.

Reactive And Project Interface

HVAC work often begins as reactive service and becomes project-level work: replacement, retrofit, major repair, install, or scoped capital work. This role should help identify those transitions earlier and with better technical clarity.

The Specialist should support the handoff by identifying work that should move from reactive execution into project-level management, summarizing diagnosis, asset condition, scope, and provider recommendation before handoff, reviewing whether a quote is truly repair work, replacement work, or project work, aligning with HVAC Projects on equipment inputs, install requirements, site constraints, and service provider capability, and feeding lessons back into AI handoff triggers so future work routes more cleanly.

Qualifications

Required:

• Strong HVAC trade knowledge in commercial facilities, service operations, dispatch support, field support, or service-provider operations.


• Ability to read HVAC service notes, scopes, quotes, and closeout documentation with enough depth to identify gaps or risk.


• Understanding of common HVAC asset types, failure modes, PM requirements, repair paths, replacement triggers, and service provider capability differences.


• Strong communication skills with operators, service providers, account teams, project teams, and leaders.


• Ability to translate technical HVAC issues into clear business and customer-impact language.


• Comfort working in fast-moving operational queues with incomplete information.


• Practical judgment on when an issue is routine, when it is escalating, and when it needs leader, project, or customer-facing attention.


• Curiosity and willingness to work through AI-enabled tools as a core part of the role.


• Ability to improve templates, prompts, diagnostic questions, and workflow rules through daily execution.

Preferred:

• Prior HVAC technician, HVAC service manager, trade specialist, facilities maintenance, project support, or service-provider management experience.


• Commercial multi-site facilities experience.


• Experience reviewing HVAC repair and replacement quotes.


• Experience supporting PM programs or recurring-issue root cause analysis.


• Experience with VixxoLink, Gateway, Siebel, or similar facilities management systems.


• Experience working directly with service providers, suppliers, or subcontractors.


• Self-directed use of AI tools to solve problems, summarize technical information, draft guidance, or improve workflows.

What Success Looks Like

First 30 Days:

• Specialist is embedded in the HVAC operating cadence.


• Specialist understands the HVAC leader's escalation model, decision rights, and current agent/tooling environment.


• Specialist is reviewing complex HVAC work and providing clear, usable guidance.


• Initial HVAC triage questions, common failure patterns, quote-review checks, and provider capability notes are documented.


• Specialist identifies the first set of AI knowledge-base gaps that need improvement.

At Vixxo, we are an equal opportunity employer.. We seek to create diverse and inclusive teams that reflect the variety of the clients and communities we serve, and we believe this is our competitive advantage. Therefore, we do not discriminate on race, color, gender, illness, disability, gender identity, sexual orientation, age, national origin, familial status, military status, or religion.