HVAC Service Dispatcher

Service Dispatcher Job Description Summary/Objective

UPM Mechanical LLC provides quality mechanical and construction services to contractors and owners in the Denver area and beyond. The company operates within a structured administrative and management framework designed to deliver work efficiently, accurately, and at a high level of quality.

The Service Dispatcher is responsible for coordinating daily service operations, ensuring technician schedules run efficiently, and maintaining communication between customers, technicians, and internal teams. This role supports the Service Manager and Service Department by managing scheduling, dispatching, invoicing preparation, and administrative coordination to ensure all customer commitments are met.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Schedule and dispatch service technicians based on priority, location, and capacity
• Adjust and reschedule technician routes to maximize efficiency and meet customer commitments
• Serve as primary point of contact for incoming service calls and customer inquiries
• Communicate job details, updates, and schedule changes to technicians and internal teams
• Maintain dispatch board to ensure maximum technician utilization
• Generate service tickets and manage service workflows within BuildOps, including:

o Quoting repairs

o Inputting service agreements and service projects

o Maintaining dispatch board accuracy

• Perform complete job check-out procedures
• Track job progress and follow up with customers on service completion and quotes
• Maintain customer satisfaction by addressing questions and routing issues appropriately
• Handle customer billing inquiries and investigate invoice discrepancies
• Prepare invoices and input purchase order (PO) line items and receipts for accounting
• Confirm, reconcile, and submit technician hours weekly for payroll processing
• Enter service timesheets into payroll systems and verify accuracy
• Support collections of past-due payments
• Assist sales team with assembling bid and quote packets
• Quote small service repair projects and follow up with customers
• Present open jobs and open quotes reports during weekly service meetings
• Assist with building and maintaining customer programs and maintenance binders in BuildOps
• Support service technicians with scheduling, communication, and administrative needs
• Coordinate and manage on-call schedules, including notifying technicians of assignments
• Participate in rotational after-hours dispatching (30 minutes OT per dispatch event)
• Perform additional reporting and administrative duties as assigned by the Service Manager

Competencies

• Strong scheduling, organizational, and time management skills
• Ability to prioritize and manage multiple tasks in a fast-paced, high-volume environment
• Strong customer service and communication skills
• Problem-solving and decision-making ability
• High attention to detail and accuracy
• Ability to work independently and collaboratively in a team environment
• Adaptability and flexibility with changing priorities
• Professionalism, discretion, and sound judgment

Pay: $35.00 - $37.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Work Location: In person