HVAC Dispatch Coordinator

About Client

Client is a long-established family-owned commercial HVAC and refrigeration service provider serving the tri-state area for over four decades. Built on strong relationships operational stability and high professional standards the organization offers a non-corporate environment where leadership is accessible accountability matters and team members are trusted to own outcomes. The company values integrity long-term growth and a hands-on culture that prioritizes both client success and employee development.

Job Summary

The HVAC Dispatch Coordinator owns the full lifecycle of assigned service jobs serving as the central point of accountability for client communication scheduling quote coordination invoicing and work order closure. This role is execution-driven and fast-paced requiring constant prioritization proactive outreach and problem-solving to ensure exceptional service delivery. The ideal candidate thrives in dynamic environments takes ownership of outcomes and measures success through closed work orders satisfied clients and repeat business.

What We Offer

• Competitive hourly compensation ($25$40/hour based on experience)

• Full-time on-site position with consistent workload

• Health dental and vision insurance

• 401(k) retirement plan

• Paid time off

• Referral bonus program

• Long-term stability with an established family-owned company

• Supportive accessible leadership and collaborative culture

• Autonomy and ownership of assigned accounts and workflows

Qualifications

• 3 years of experience in HVAC mechanical services facilities or construction coordination

• Prior dispatching scheduling or service coordination experience

• Strong customer service and client communication skills

• Comfortable using service management or dispatching software (ServiceTrade preferred)

• Excellent organizational and time-management abilities

• Ability to manage multiple priorities under shifting demands

• Confident communicator via phone email and internal systems

• Detail-oriented with strong follow-through

• Self-starter with a high sense of accountability

• Professional reliable and team-oriented

Essential Duties & Responsibilities

• Serve as primary point of contact for assigned service accounts

• Proactively communicate with clients regarding service needs and job status

• Schedule and dispatch technicians based on urgency skill set and availability

• Submit quotes promptly upon technician recommendations

• Follow up consistently on quotes to drive approval and conversion

• Ensure invoices are accurate complete and sent in a timely manner

• Close work orders quickly with proper documentation

• Track job progress and resolve issues before they escalate

• Build and maintain strong client relationships to encourage repeat business

• Adapt daily priorities based on workload emergencies and operational needs