HVAC Dispatcher & Service Coordinator

Who We Are

AMPAM is a leading Mechanical, Electrical, and Plumbing (MEP) contractor serving large-scale multifamily and commercial projects across California. With 1,500 employees across multiple business units, we are committed to delivering quality, safety, and excellence in every project.

Job Summary

We’re seeking a highly organized and detail‑driven HVAC Dispatcher, Warranty & Quoting Coordinator to support our multi‑family service operations. This role is ideal for someone with HVAC and/or multi‑family experience who enjoys being at the center of communication between customers, technicians, and project teams.

In addition to dispatching and warranty coordination, this position plays a key role in preparing quotes for HVAC and mechanical work, supporting the field team, and following up on open proposals within ServiceTitan. You’ll also have the opportunity to learn the plumbing side of our business and support dispatch and warranty processes for that division as well.

Key Responsibilities Include: (But not limited to the following)

Dispatch & Scheduling

• Coordinate daily scheduling and dispatch of HVAC service technicians for multi‑family properties.
• Prioritize service calls based on urgency, customer needs, and technician skill sets.
• Monitor technician progress and adjust schedules as needed throughout the day.
• Maintain accurate job status updates within ServiceTitan.

Warranty Management

• Receive, log, and manage warranty calls for HVAC & plumbing systems installed on construction projects.
• Work closely with project managers to determine scope, responsibility, and next steps for warranty issues.
• Schedule service technicians to address warranty-related repairs or diagnostics.
• Track warranty claims from initiation through resolution, ensuring timely follow-up and documentation.
• Learn and support warranty processes for the plumbing division, including dispatching plumbing technicians as needed.

Quote Preparation & Follow-Up

• Prepare & review as needed, quotes for HVAC and mechanical service work based on technician notes, site conditions, and company pricing standards.
• Collaborate with field technicians and service managers to ensure quotes are accurate, complete, and aligned with customer needs.
• Enter, update, and manage quotes within ServiceTitan.
• Conduct proactive follow-up on open quotes to support sales conversion and maintain strong customer relationships.
• Track quote status and communicate updates to internal teams.

Customer Communication & Outreach

• Serve as a primary point of contact for customers regarding scheduling, warranty updates, and service inquiries.
• Conduct outbound calls to provide updates, confirm appointments, and ensure customer satisfaction.
• Maintain a professional, customer-first approach in all interactions.

Cross-Department Collaboration

• Work closely with project managers, construction teams, and service leadership to coordinate warranty and service work.
• Communicate technician findings, job outcomes, and next steps to internal teams.
• Assist with administrative tasks that support both HVAC and plumbing service operations.

Qualifications

Experience:

• Experience in HVAC dispatching, multi-family service operations, or a related field.
• Knowledge of HVAC systems, terminology, and service workflows (preferred).
• Experience preparing service quotes or proposals (preferred).
• Familiarity with construction warranty processes (preferred).
• Experience in plumbing service operations or willingness to learn.
• Prior experience in a multi‑trade service company (preferred).

Technical Skills:

• Comfort with technology and service management software (ServiceTitan experience is a plus).

Soft Skills:

• Strong organizational and multitasking abilities.
• Excellent communication skills—both written and verbal.
• Ability to work in a fast-paced environment with shifting priorities.

Applicants must be currently authorized to work in the U.S. on a full-time basis without future employment sponsorship