HVAC Dispatcher/Admin Support

HVAC Dispatcher / Administrative Support (Part-Time with Full-Time Growth Opportunity)

Position Summary

The HVAC Dispatcher / Administrative Support team member is responsible for coordinating service calls, scheduling technicians, supporting office operations, and delivering excellent customer service. This role serves as a key communication hub between customers, technicians, vendors, and management to ensure efficient daily operations and positive customer experience.

Key Responsibilities

Dispatching & Scheduling

• Schedule and dispatch HVAC service technicians for service, maintenance, warranty, and installation calls
• Monitor technician routes and adjust schedules as needed for efficiency and emergencies
• Communicate appointment details and updates with customers
• Coordinate with technicians regarding job status, parts needs, and schedule changes
• Prioritize calls based on urgency and technician availability

Administrative Support

• Answer incoming phone calls and respond to customer inquiries professionally
• Create and maintain work orders, customer records, and job files
• Process invoices, purchase orders, and customer payments
• Assist with preparing estimates, proposals, and maintenance agreements
• Maintain organized digital filing systems
• Support payroll, timesheet review, and general office reporting as needed
• Order and track office supplies

Customer Service

• Provide exceptional customer service through phone, email, and in-person communication
• Follow up with customers regarding scheduling, satisfaction, and completed work
• Resolve customer concerns and escalate issues when necessary
• Maintain professionalism and confidentiality in all interactions

Operational Support

• Assist management with daily operational coordination
• Help track permits, inspections, warranties, and equipment registrations
• Coordinate communication between office staff, field staff, builders, and vendors
• Support company processes and help improve workflow efficiency

Qualifications

• Previous dispatching, administrative, or customer service experience preferred
• HVAC, construction, or service industry experience preferred
• Strong organizational and multitasking skills
• Excellent verbal and written communication skills
• Ability to work in a fast-paced environment and manage changing priorities
• Proficient in Microsoft Office, email systems, and scheduling software
• Experience with QuickBooks Online, ServiceTitan, Housecall Pro, or similar HVAC software is a plus
• Strong attention to detail and problem-solving abilities
• Professional attitude and team-oriented mindset

Physical Requirements

• Ability to sit for extended periods while working on a computer and phone
• Ability to occasionally lift office supplies or files up to 20 pounds

Work Environment

• Primarily office-based environment
• Fast-paced setting with frequent communication and multitasking

Benefits

· Competitive pay based on experience

· Paid time off and holidays (full-time eligibility)

· Health, Dental, Vision & Life insurance options (full-time eligibility)

· Retirement plan options

Reports To

COO

Company Overview

At After Shock Heating & Cooling, we are committed to providing high-quality HVAC services while creating a positive, team-focused work environment. We value professionalism, accountability, customer satisfaction, and employees who take pride in their work.

Pay: $17.00 - $22.00 per hour

Benefits:

• 401(k)
• Flexible schedule

Work Location: In person