Office Administrator / Dispatcher

One of the most important qualities we are looking for is alignment with our team and company values.

As part of the application process, please send a brief 30–60 second video introducing yourself and sharing your interest in the role to:

alex@mccallsac.com

Applicants who submit a video will be guaranteed a phone interview.

About McCall’s

McCall’s Air Conditioning & Heating is a family-owned and growing HVAC company serving the East Valley. Our mission is to deliver the Gold Standard Customer Experience through clear communication, professionalism, and high-quality service.

We are committed to building long-term relationships with both our customers and our team. Internally, we invest in personal and professional development. Externally, we give back to our community through initiatives supporting foster care and animal services.

About the Role

This position serves as the operational center of our business.

The Office Administrator / Dispatcher is responsible for managing the daily flow of operations, coordinating technician schedules, and ensuring a consistent and high-quality customer experience from first contact through job completion.

This role is hands-on and execution-focused, requiring ownership of multiple functions including dispatching, customer communication, scheduling, and job flow management.

We have invested in industry-leading systems—including ServiceTitan, Podium, On Call Air, and Microsoft Office—and this role is focused on effectively utilizing those tools to operate the business at a high level. Training will be provided on all systems.

Key ResponsibilitiesCustomer Communication

• Serve as the primary point of contact for customers via phone, text, email, and Podium
• Provide clear, timely, and professional communication throughout the customer journey
• Ensure every customer interaction reflects our standard of service

Dispatching & Scheduling

• Manage the daily dispatch board within ServiceTitan
• Schedule service calls, maintenance visits, and follow-ups
• Optimize technician routes based on location, availability, and skillset
• Make real-time scheduling adjustments as needed throughout the day

Operations & Job Flow Management

• Oversee the progression of each job from booking through completion and payment
• Ensure all jobs are properly documented, updated, and closed out accurately
• Support field technicians with job details, notes, and coordination

Maintenance Plan Management

• Schedule and manage recurring maintenance visits
• Maintain accurate customer records and service history
• Support long-term customer retention through consistent follow-up and organization

Office Coordination

• Manage the main office inbox (Outlook) and communication channels
• Coordinate with vendors, distributors, property managers, and customers
• Assist with invoicing accuracy and general administrative tasks

What Success Looks Like

• Technicians operate with clear, efficient, and well-structured schedules
• Customers feel informed, supported, and confident in our process
• Jobs are completed, documented, and closed out accurately
• Office operations run smoothly with minimal disruption

Why Join McCall’s

• Opportunity to be part of a growing, family-owned business
• Work with modern systems and established operational processes
• Ongoing opportunities for professional and personal development
• A company culture focused on integrity, accountability, and service
• Involvement in community-focused initiatives and outreach

Job Type: Full-time

Pay: $25.00 per hour

Benefits:

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

Experience:

• Customer Service: 2 years (Required)
• Home Services: 1 year (Preferred)
• Service Titan: 1 year (Preferred)

Ability to Commute:

• Mesa, AZ 85205 (Required)

Work Location: In person