HVAC Office Coordinator (Dispatch, Scheduling, Customer Service)- Growth to Office Manager

Location: 193 N Centennial Way #2, Mustang, OK 73064

Job Type: Full-Time

Pay: The pay for this position is phase based. Starting pay is based on experience with opportunity for raises as competency is proven and more responsibility is given.

About the Role: We are a growing, family-owned HVAC company looking for a reliable, highly organized Office Coordinator to manage the day-to-day operations of our office.

This role is critical to our success. You will be the central point of communication for our customers and technicians - handling phones, scheduling, and dispatching.

Over time, this position will grow into handling parts ordering, repair estimates, and eventually transitioning into an Office Manager role for the right person.

What You'll Do (Day-to-Day):

• Answer incoming calls and provide excellent customer service
• Schedule service calls and installations efficiently
• Dispatch technicians and manage daily workflow
• Keep jobs organized and on track throughout the day
• Maintain accurate customer records and notes

What You'll Learn and Grow Into:

• Ordering and tracking parts
• Building repair estimates and invoices
• Building replacement estimates and invoices
• Supporting technicians with job coordination
• Improving office systems and efficiency
• Managing office operations independently

What We're Looking For:

• Strong communication and customer service skills
• Highly organized and able to manage multiple priorities at once
• Comfortable working independently (you will often be the only one in the office)
• Calm under pressure in a fast-paced environment
• Confident communicator who can interact professionally with both customers and technicians
• Detail-oriented and proactive problem solver
• Go-getter attitude, willing to help out where it is needed, and work as a team
• Able to pass a drug test and background check

Required Skills:

• Proficiency in Microsoft Excel
• Strong computer and phone skills
• Ability to learn new software quickly

Preferred (Not Required):

• Experience with Housecall Pro
• Experience in HVAC, construction, or service industry
• Dispatching or scheduling experience

Work Environment: This is a fast-paced service environment where priorities can shift quickly. The ideal candidate is adaptable, solutions-focused, and able to communicate clearly and professionally in all situations.

Growth Opportunity: We are looking for someone long-term who wants to grow into an Office Manager role and take ownership of the office operations.

How to Apply: Please submit (on Indeed or by emailing admin@acmedic.com) your resume along with a brief message answering this question:

What is your system for staying organized when managing multiple urgent tasks?

Benefits:

• Employee discount
• Health insurance

Work Location: In person