HVAC Service Dispatcher & Administrative Assistant

Job Overview
We are seeking a dynamic and organized HVAC Service Dispatcher & Administrative Assistant to join our team! In this vital role, you will coordinate service appointments, manage communication between clients and technicians, and handle a variety of administrative tasks to ensure smooth daily operations. Your energetic approach and attention to detail will help us deliver exceptional service and maintain efficient office workflows. This position offers an exciting opportunity for someone who thrives in a fast-paced environment, enjoys multitasking, and is passionate about providing outstanding customer support.

Responsibilities

• Schedule and dispatch HVAC service technicians promptly, ensuring timely response to customer needs
• Manage multi-line phone systems, answer inquiries professionally, and direct calls efficiently
• Maintain accurate records of service appointments, technician logs, and customer interactions using Housecall Pro and other office software
• Handle front desk duties including greeting visitors, managing mail, and maintaining a welcoming office environment
• Support bookkeeping tasks such as invoicing, billing, and data entry to keep financial records up-to-date. QuickBooks knowledge is a plus!
• Organize files, proofread documents for accuracy, and ensure all administrative paperwork is completed correctly
• Assist with calendar management, appointment confirmations, and follow-up communications with clients and staff

Skills

• Two years of customer service and/or field service logistics experience minimum (required)
• Proficiency in QuickBooks for bookkeeping and invoicing processes
• Strong office management skills with experience in clerical tasks and administrative support
• Excellent computer literacy including Microsoft Office Suite (Word, Excel) and Google Workspace tools (Mail, Calendar, Drive, Docs)
• Bilingual abilities are highly desirable to serve diverse customer bases effectively but not required
• Exceptional organizational skills with the ability to prioritize tasks efficiently
• Effective phone etiquette and experience handling multi-line phone systems with professionalism
• Data entry accuracy combined with proofreading skills to ensure error-free documentation
• Customer service expertise with a friendly demeanor and problem-solving attitude
• Experience in office management or personal assistant roles is a plus for supporting daily operations seamlessly

Join us in delivering top-tier HVAC services while fostering a positive work environment! We value energetic team players who are committed to excellence, organization, and outstanding customer interactions. This paid position offers meaningful responsibilities that contribute directly to our company's success.

Pay: $19.00 - $24.00 per hour

Benefits:

• Employee discount
• Paid time off

Application Question(s):

• How many years of customer service do you have?
• Do you have any dispatch experience?

Work Location: In person