Dispatch Service Coordinator HVAC

Manchester, CT - USA

Monthly Salary: Not Disclosed

Posted on: 22 hours ago

Vacancies: 1 Vacancy

Job Summary

Description
The Dispatcher / Service Coordinator is responsible for managing the daily scheduling and coordination of Service Technicians ensuring efficient operations timely billing and exceptional customer service. This role supports both the Service and Construction departments by maintaining accurate records processing service calls coordinating materials and ensuring all documentation is up to date and compliant with company standards. Responsibilities

Dispatching & Scheduling Service Technicians for daily service activities and ensure efficient routing. Ensure technicians are scheduled sufficiently in advance to maintain productivity and minimize downtime. Receive all incoming service calls and schedule technicians using the dispatch board. Set up service calls and issue call slips for each job.
Billing & Administrative Support Close out all call slips on a weekly basis to ensure accurate and timely billing. Perform weekly billing for service work and enter payables into the system. Verify weekly technician timesheets for accuracy. Issue purchase orders for both the Service and Construction departments as needed.
Customer & Contract Management Facilitate Service Contract renewals. Maintain and update site equipment files ensuring accuracy of all equipment information. Enter new customer account information including billing details and labor rates. Bring customer account issues or bad debt concerns to the attention of the Owner/Controller. Provide small repair quotes or work with the Service Sales team on replacement proposals.
Documentation & Data Management Enforce and support the companys paperless documentation system. Input Service-related information for Construction jobs. Set up job numbers for all Service jobs. Review pricing for consumables and customer labor rates at least every six months.
Parts Materials & Vendor Coordination Order parts and materials required by technicians for service calls. Order materials for monthly preventive maintenance work. Maintain communication with vendors and coordinate visits during monthly technician meetings. Assist in coordinating monthly Service Technician meetings with the Service Team Leader.

Qualifications

Previous experience in dispatching service coordination or a customer service focused administrative role.
Proficiency with scheduling tools i.e. BuildOps or service management software.
Experience with service billing invoicing or purchase order processing.
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Excellent verbal and written communication skills.
Ability to work independently as well as collaboratively within a team.
High level of accuracy and attention to detail in data entry and documentation.
Experience in HVAC including HVAC terminology workflows and parts; mechanical contracting or a related service industry is preferred.

Description The Dispatcher / Service Coordinator is responsible for managing the daily scheduling and coordination of Service Technicians ensuring efficient operations timely billing and exceptional customer service. This role supports both the Service and Construction departments by maintaining acc...

Dispatching & Scheduling Service Technicians for daily service activities and ensure efficient routing. Ensure technicians are scheduled sufficiently in advance to maintain productivity and minimize downtime. Receive all incoming service calls and schedule technicians using the dispatch board. Set up service calls and issue call slips for each job.
Billing & Administrative Support Close out all call slips on a weekly basis to ensure accurate and timely billing. Perform weekly billing for service work and enter payables into the system. Verify weekly technician timesheets for accuracy. Issue purchase orders for both the Service and Construction departments as needed.
Customer & Contract Management Facilitate Service Contract renewals. Maintain and update site equipment files ensuring accuracy of all equipment information. Enter new customer account information including billing details and labor rates. Bring customer account issues or bad debt concerns to the attention of the Owner/Controller. Provide small repair quotes or work with the Service Sales team on replacement proposals.
Documentation & Data Management Enforce and support the companys paperless documentation system. Input Service-related information for Construction jobs. Set up job numbers for all Service jobs. Review pricing for consumables and customer labor rates at least every six months.
Parts Materials & Vendor Coordination Order parts and materials required by technicians for service calls. Order materials for monthly preventive maintenance work. Maintain communication with vendors and coordinate visits during monthly technician meetings. Assist in coordinating monthly Service Technician meetings with the Service Team Leader.

Qualifications

Previous experience in dispatching service coordination or a customer service focused administrative role.
Proficiency with scheduling tools i.e. BuildOps or service management software.
Experience with service billing invoicing or purchase order processing.
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Excellent verbal and written communication skills.
Ability to work independently as well as collaboratively within a team.
High level of accuracy and attention to detail in data entry and documentation.
Experience in HVAC including HVAC terminology workflows and parts; mechanical contracting or a related service industry is preferred.