Administrative Assistant / HVAC Dispatcher

Overview:

We are looking to hire a dedicated Administrative Assistant / HVAC Dispatcher to serve as the main point of contact between our customers and service technicians. In this role, you will manage the daily schedule of service calls, prioritize urgent issues, and ensure the smooth assignment of tasks. You’ll be the friendly, professional voice our customers hear when they call, helping with updates, scheduling appointments, and addressing inquiries. As the communication link, you'll coordinate between customers and technicians to ensure efficient operations. During peak times, such as summer & winter, you’ll need to prioritize urgent service calls and manage a busy schedule board.

Responsibilities:

Dispatching & Scheduling

• Receive, prioritize, and dispatch HVAC service calls to technicians.
• Answer high volume of incoming calls and respond to customer inquiries professionally.
• Schedule appointments with customers based on urgency and technician availability.
• Ensuring technicians have necessary parts for each job.
• Monitor job progress and ensure all technicians are on schedule throughout the day.

Accounts Receivable & Accounts Payable

• Process customer payments and ensure accurate billing through QuickBooks.
• Monitor outstanding invoices and follow up with customers regarding overdue accounts.
• Enter vendor invoices in QuickBooks.
• Track and manage work orders, ensuring accurate and timely documentation.

Pay: $20.00 - $24.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Work Location: In person