Hvac Dispatch Manager

The Office Assistant is the primary "Air Traffic Controller" for Solid Rock Construction. Your mission is to stabilize the daily schedule, ensure seamless communication between our field technicians and clients, and manage the billing cycle with high precision. You are the first point of contact for our crew and our customers, requiring a balance of "tough-minded" logistics and "customer-first" service.

Key Responsibilities1. Dispatch & Schedule Management

• Morning Launch: Sync with the Operations Manager daily at 8:00 AM to confirm schedule stability.
• Live Routing: Monitor Phone System and Property Management applications throughout the day, responding to new service requests from Prime and private clients.
• Capacity Control: Distribute service calls to the field via group chat, identifying the most efficient technician for "hot" calls.
• Technician Support: Act as the "Information Desk" for the crew—providing gate codes, lockbox numbers, and locating parts within company storage.

2. Financial & Billing Operations

• Real-Time Billing: Invoicing jobs as technicians close them out to ensure immediate revenue flow and data accuracy.
• Audit Control: Reviewing weekend/after-hours logs (specifically from Saturday PMs) to ensure no work goes unbilled.
• Record Keeping: Maintaining organized digital files for all help-desk and personal email correspondence.

3. Parts Logistics & Warranty

• Procurement: Order parts based on technician requests and verify arrival times with suppliers.
• Installation Logistics: Coordinate with homeowners to schedule the "return trip" once parts are received, ensuring the tech is scheduled and the part is staged.
• Warranty Management: Track all warranty claims and complete manufacturer registrations immediately after installation to ensure the company/client is covered.

4. Field & Client Liaison

• Proactive Check-ins: Monitoring technician progress and calling techs who haven't checked in by late afternoon to ensure job completion.
• Customer Communication: Managing the "ebbs and flows" of phone traffic, maintaining a professional and calm demeanor during high-volume periods.

5. Legal & Compliance (Permitting)

• Permit Processing: File for required municipal permits for HVAC and Plumbing installs.
• NOC Management: Prepare, record, and process Notices of Commencement (NOCs) to ensure lien rights and legal compliance for larger projects.
• Inspection Scheduling: Coordinate with city/county inspectors to close out open permits once work is finished.

6. Misc

• Estimates- daily assistance in writing estimates for parts replacements or even swap outs, and misc.
• Department Job Status Tracker- Staying on top of job statuses and billing statuses to ensure billing and completion of job is up to date and close out when appropriate

Pay: $20.00 - $25.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Bradenton, FL 34209