Service Administrator / Dispatcher – Be the Heart of Our HVAC Team!

Join a thriving residential HVAC company in Chantilly, VA, where your sharp organizational skills, cool-headed multitasking, and customer-first mindset will directly drive daily success, happy customers, and efficient operations. We're looking for a detail-oriented, proactive professional who thrives in a fast-paced environment and loves being the go-to person that keeps everything running smoothly.

As our Service Administrator/Dispatcher, you'll be the vital link between our talented technicians, valued customers, and the leadership team. Your work ensures technicians are in the right place at the right time with the right parts, customers get prompt, friendly service (including their ongoing membership benefits), and the office hums along without a hitch.

Why You'll Love This Role

Play a central, high-impact part in a growing, essential local business.
Work in a supportive, positive team environment where your contributions are noticed and appreciated.
Full-time stability with excellent benefits and work-life balance (no nights/weekends!).
Opportunity to learn industry-leading tools like ServiceTitan (experience a big plus, but we'll train the right person).
Help shape customer experiences—from first hello to glowing online reviews and loyal membership renewals.

What You'll Do Every Day (Key Responsibilities)
Customer & Dispatch Mastery

Handle incoming calls with warmth, professionalism, and top-notch phone etiquette—be the friendly first impression customers remember.
Manage our dynamic dispatch board: assign technicians efficiently, optimize schedules, and keep jobs flowing smoothly.
Schedule appointments, coordinate service requests, and set up recurring services for membership clients (like seasonal tune-ups and preventive maintenance visits) to keep their systems running reliably year-round.
Follow up proactively to ensure 100% satisfaction and build lasting relationships.

Operational Powerhouse

Order parts and materials ahead of time so technicians never miss a beat.
Process payments for service plans, renewals, invoices, and membership fees with accuracy.
Update and maintain detailed customer records and our knowledge base on products/services.

Admin & Growth Support

Use Google Suite (Docs, Sheets, Drive) like a pro to create, edit, and organize documents/spreadsheets.
Keep filing systems spotless and supplies stocked.
Respond thoughtfully to online reviews and keep our website fresh with timely updates.
Jump in on occasional social media tasks and assist the General Manager & admin team with whatever keeps us moving forward.

What We're Looking For

3+ years of solid office/administrative experience (required—customer service, scheduling, or coordination a huge plus).
Rock-solid Google Suite proficiency (Docs, Sheets, Drive)—essential!
Excellent time management, prioritization, and multitasking in a busy, phone-heavy setting.
Fast, accurate typing and eagle-eye attention to detail (proofreading skills shine here).
Natural ability to build rapport, stay calm under pressure, and solve problems proactively.
Positive attitude, strong work ethic, and eagerness to learn new tools/skills (ServiceTitan experience? Big advantage!).
Comfort with office phone systems and impeccable etiquette.

Job Details

Type: Full-time
Schedule: 8-hour shifts (steady, predictable hours)
Location: Chantilly, VA 20151 – must be able to commute reliably
Benefits Package:
401(k)
Health insurance
Dental insurance
Vision insurance
Paid time off

If you're organized, people-oriented, and ready to be the behind-the-scenes hero who keeps our customers comfortable, their HVAC systems maintained through smart recurring scheduling, and our technicians productive, we want to hear from you!

Apply today and help us deliver exceptional comfort to Northern Virginia homes—one perfectly dispatched (and recurring!) call at a time.

Pay: $20.00 - $25.00 per hour

Benefits: