Office Coordinator (AR & Dispatch Support)

Office Coordinator (Accounts Receivable & Dispatch Support)

We are a growing HVAC service company seeking a reliable, organized, and self-motivated Office Coordinator to support our office operations.

This position plays an important role in keeping our office organized, supporting accounts receivable and customer communication, and assisting with dispatch operations when needed. The ideal candidate enjoys working in a small company environment where team members collaborate but also take ownership of their responsibilities.

We are looking for someone who is detail-oriented, dependable, and comfortable communicating with customers while managing multiple administrative responsibilities.

Key Responsibilities

Accounts Receivable & Customer Collections

• Assist with invoicing and payment processing.
• Monitor open invoices and follow up with customers regarding past-due balances.
• Communicate professionally with customers regarding billing questions and payment status.
• Maintain accurate accounts receivable records within the company operating software.
• Work with the office team to ensure invoices and documentation are properly recorded.

Office Administration

• Maintain accurate customer, job, and billing records in company software.
• Organize and maintain office files and documentation (digital and physical).
• Answer incoming calls and assist customers with scheduling, service questions, or general inquiries.
• Manage general office communications including phone, email, and document organization.
• Provide general administrative support including data entry, scheduling, and documentation.

Backup Dispatch Support

• Provide backup support dispatching HVAC technicians to service calls during peak periods or staff absences.
• Confirm appointments with customers and communicate arrival windows.
• Track job progress and update service records.
• Assist with coordinating technician schedules during busy periods.

What We're Looking For

• Strong organizational and communication skills.
• Comfortable speaking with customers regarding scheduling or billing matters.
• Ability to learn and work within company software systems.
• Detail-oriented with strong follow-through.
• Ability to manage multiple priorities in a fast-paced environment.
• Reliable, proactive, and comfortable working independently.
• Previous experience in office administration, accounts receivable, customer service, or dispatching is a plus.

Work Environment

This position is ideal for someone who enjoys working in a smaller company environment where reliability, teamwork, and initiative are valued. Team members support each other, but each person is trusted to manage their responsibilities and help keep operations running smoothly.

Pay: $22.50 - $27.00 per hour

Expected hours: 40.0 per week

Benefits:

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

Application Question(s):

• 1. This position requires regular phone communication with customers regarding scheduling and billing. Are you comfortable handling these types of calls?
• 2. How many years of experience do you have working in office administration or office coordination roles?
• 3. Please briefly describe any experience you have with accounts receivable, invoicing, or customer collections.
• 4. What office or business software systems have you used in previous roles? (Examples may include QuickBooks, dispatch or field service software, CRM systems, Excel, or Google Sheets.)

Work Location: In person