Abrar Admin

Controlling Systems Sp. z o.o.

<div><div><div><b>Benefits:</b></div>
<ul><li>Spiffs, Rewards, &amp; Employee Contests</li>
<li>Competitive Compensation</li>
<li>Paid Vacation</li>
<li>401(k)</li>
<li>Bonus based on performance</li>
<li>Health insurance</li>
<li>Training &amp; development</li>
<li>Dental insurance</li>
<li>Opportunity for advancement</li>
<li>Vision insurance</li>
</ul></div><div><div>The Service Dispatcher, under the supervision of the Office Manager, plays a crucial role in supporting the administrative and operational aspects of the Service Department.<br>
<br>
<b>About the Role</b><br>
</div><div>We are seeking a highly organized and proactive <b>Dispatch, Outreach, and Office Coordinator</b> to join our team. This position is the central hub of daily operations&mdash;balancing technician scheduling, customer communication, lead tracking, and administrative support. The right candidate will thrive in a fast-paced environment, take initiative, and ensure that both our operations teams and customers experience seamless, professional support.<br>
</div><div><b>Key Responsibilities</b><br>
</div><div><b>Scheduling &amp; Dispatching</b><br>
</div>Receive and prioritize incoming service requests from customers.<br>
<ul><li>
</li>Schedule and dispatch HVAC technicians for service calls, installations, and maintenance jobs.<br>
<li>
</li>Adjust routes and schedules in real time to maximize efficiency and handle emergencies, delays, or cancellations.<br>
<li>
</li>Conduct daily follow-ups on outstanding leads and open service tickets.<br>
<li>
</li></ul><div><b>Customer Service &amp; Communication</b><br>
</div>Act as the main point of contact for customers, technicians, and management.<br>
<ul><li>
</li>Answer inbound calls and emails related to service requests, scheduling, and pricing.<br>
<li>
</li>Provide courteous, accurate, and timely responses to customer inquiries, including warranties and follow-ups.<br>
<li>
</li>Document and address customer concerns, ensuring prompt resolution and satisfaction.<br>
<li>
</li>Maintain customer records, service histories, and warranties in company software (Sera).<br>
<li>
</li></ul><div><b>Monitoring &amp; Support</b><br>
</div>Track technician progress throughout the day and provide operational support as issues arise.<br>
<ul><li>
</li>Monitor job completion and confirm customer satisfaction (including &ldquo;Happy Calls&rdquo; post-service).<br>
<li>
</li>Report recurring service issues and inefficiencies to management.<br>
<li>
</li>Ensure technicians have proper tools, materials, and information before jobs.<br>
<li>
</li></ul><div><b>Lead Tracking &amp; Outreach</b><br>
</div>Monitor and track new leads from platforms such as Angi, Yelp, Bullseye Pro, Google Local Services, and others.<br>
<ul><li>
</li>Provide reporting on lead sources, conversion rates, and outreach effectiveness.<br>
<li>
</li>Support marketing efforts by coordinating follow-ups on incoming leads.<br>
<li>
</li></ul><div><b>Office Coordination &amp; Administrative Support</b><br>
</div>Intake and process customer calls, creating/updating job records in Sera.<br>
<ul><li>
</li>Manage workflow between service and install teams, ensuring jobs move smoothly from sales through completion.<br>
<li>
</li>Handle permits, inspections, warranties, and parts orders.<br>
<li>
</li>Maintain compliance with company policies, warranties, and safety requirements.<br>
<li>
</li>Prepare detailed reports for management, including service performance, audits, and quality assurance.<br>
<li>
</li></ul><div><b>Qualifications</b><br>
</div>2+ years of experience in dispatching, scheduling, office coordination, or related administrative roles (HVAC/Service industry experience preferred).<br>
<ul><li>
</li>Strong multitasking and organizational skills with the ability to adjust priorities quickly.<br>
<li>
</li>Excellent communication skills&mdash;both written and verbal.<br>
<li>
</li><li>Proficiency with scheduling/dispatch software (experience with <b>Sera</b> a plus).<br>
</li>Problem-solving mindset with the ability to remain calm under pressure.<br>
<li>
</li><li>Comfortable with customer-facing interactions and conflict resolution.</li>
</ul><div><b>Why Join Us?</b><br>
</div>Be part of a growing and respected HVAC/Electrical/Solar company.<br>
<ul><li>
</li>Work in a dynamic role where no two days are the same.<br>
<li>
</li>Competitive pay and benefits package.<br>
<li>
</li><li>Opportunity to directly impact customer experience and operational efficiency.</li>
</ul><div>THIS IS NOT A REMOTE POSITION</div><div><br>
</div>
<div><b>How to Apply</b>: Submit your resume and cover letter to https://sites.google.com/controllingsystemsco.com/csi-application/home</div>
<div>.</div></div></div>

Dispatch, Outreach, and Office Coordinator

Join Controlling Systems Sp. z o.o. and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Controlling Systems Sp. z o.o.

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Dispatch, Outreach, and Office Coordinator