HVAC Office & Dispatch Coordinator

About Us

Jenner & Sons Heating & Air is a family-owned HVAC company built on integrity, craftsmanship, and community trust. We’re growing and looking for a dependable HVAC Office & Dispatch Coordinator to join our team. This role is the heartbeat of our daily operations, handling dispatch, office administration, and customer communication to keep everything running smoothly.

Job Summary

You’ll coordinate service and install appointments, support technicians in the field, and ensure every customer interaction reflects our commitment to quality service. This position combines office administration, dispatching, and customer service, ideal for someone who thrives in a fast-paced, hands-on environment.

Key Responsibilities

Daily

• Manage and maintain our HVAC company software platform (Service Titan).
• Schedule and dispatch technicians for service calls, installations, and maintenance.
• Create and send invoices, enter payments, and post transactions.
• Process credit card payments through a third-party website.
• Proofread and email estimates and proposals to customers.
• Export posted batches to QuickBooks.
• Support field technicians in integrating the software into daily workflow.
• Answer calls, texts, and emails from customers requesting HVAC service or information.
• Communicate daily with the Foreman and General Manager.
• Coordinate with management to prepare formal proposals for contractors and builders.
• Enter vendor invoices and manage purchasing of parts, equipment, and materials from local suppliers.

Weekly

• Reconcile and verify technician timesheets in the Service Titan and Paylocity Payroll System.
• Print timecard reports for Foreman approval and Payroll processing.
• Email weekly operations and performance reports.
• Register newly installed units with manufacturers.

Monthly

• Reconcile vendor billing statements with invoices in QuickBooks for Accounts Payable.

Qualifications

• 2+ years of office or administrative experience (HVAC or construction preferred).
• Experience with QuickBooks, Service Titan, Paylocity, or similar systems.
• Familiarity with HVAC or dispatch software (training provided).
• Excellent communication and multitasking skills.
• Strong attention to detail and problem-solving ability.
• Professional phone and email etiquette.

Benefits

• Medical, Dental, Vision, and Supplemental Insurance options
• Paid Time Off (PTO)
• Holiday Pay
• Family-oriented work culture
• Opportunities for growth within an established HVAC company

Job Type: Full-time

Pay: From $19.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person