Service Dispatcher

We offer complete single-source facility solutions. Our offerings include commercial MEP solutions sheet metal construction preventive maintenance and service building automation energy management and more.

Air Systems Inc. is seeking a Service Dispatcher that is responsible for coordinating daily HVAC service operations including scheduling technicians managing work orders and ensuring timely communication with customers and field. This role directly impacts technician utilization response times and the accuracy of billing and payroll.

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Technician Scheduling & Dispatch

• Build and maintain daily and weekly technician schedules based on priority geography and skillset
• Dispatch technicians to service calls using dispatch software phone and email
• Adjust schedules in real-time to account for emergencies delays and cancellations
• Ensure technicians have complete job information site contacts and necessary materials before arrival

Work Order Management & Documentation

• Create update and close work orders with accurate labor hours job notes and billing details
• Verify technician time entries daily to support payroll and billing accuracy
• Ensure all required documentation is complete before closing work orders
• Maintain accurate records of service calls customer requests and contract work

Customer Communication

• Serve as the primary point of contact for incoming service calls and scheduling requests
• Provide customers with clear updates on technician arrival times delays and job status
• Respond to customer inquiries and service issues with timely follow-up

Field Coordination & Support

• Communicate continuously with technicians regarding job status schedule changes and priorities
• Coordinate with Purchasing to ensure materials and equipment are available ahead of scheduled work
• Help resolve scheduling conflicts and field issues that impact job completion
• Escalate service delays or customer concerns to management as needed

Operational Support

• Support service operations with administrative tasks including filing reporting and data entry
• Assist Service Team Manager with project coordination and internal initiatives as needed
• Maintain organization of service records and documentation for both service and retrofit departments

Role Requirements

• Ability to work extended hours and overtime during peak service periods
• Strong attention to detail in scheduling documentation and work order management
• Ability to coordinate effectively with technicians customers and internal teams
• Maintain professionalism in all customer and team interactions

Performance Expectations (Key Metrics)

The Dispatcher is expected to meet the following standards:

• Response Time: Incoming service calls answered or returned within defined SLA (e.g. same day or within 1 hour for urgent requests)
• Schedule Efficiency: Maintain high technician utilization with minimal downtime between calls
• Work Order Accuracy: Complete and accurate work order closure with minimal billing or payroll corrections
• On-Time Dispatching: Technicians dispatched on schedule with minimal delays
• Customer Communication: Professional proactive updates provided for schedule changes or delays
• Data Accuracy: Work orders customer information and service records consistently maintained without errors

Required Qualifications

• High School Diploma or GED Required
• Exceptional customer service
• The aptitude to connect with and gain respect of field personnel to obtain direct answers in difficult situations
• Excellent oral and written communication
• Comfortable with learning new software programs
• Ability to manage multiple priorities in a fast-paced environment
• Strong communication skills with both customers and field personnel
• Proficiency in Microsoft Excel and Word

Preferred Qualifications

• Strong working knowledge of service workflows (work orders scheduling technician dispatch)
• HVAC industry experience (dispatching technical support or field experience)
• Familiarity with HVAC systems parts and service processes
• Experience with dispatching or service management software (e.g. Corrigo or similar)
• Experience supporting maintenance agreements and recurring service contracts

• Comprehensive health coverage (medical dental vision prescription).
• Telehealth access and HSA/FSA options.
• Employer-paid Life Accident and Disability Insurance: 1.5 times your salary.
• Generous paid time off with increases each year 10 paid holidays.
• On-site employee gym and EV plugs and/or bike commuter benefits.
• Opportunities for professional growth through educational assistance and career development programs.
• A flexible work environment and culture that prioritizes team collaboration work-life balance and personal well-being.

At Air Systems we believe in fostering an environment of growth integrity and respect. We take pride in being an employer that values safety teamwork and a commitment to excellence. OurStandards of Successreflect the values we uphold in every project:

• Safety First: We care about the safety and well-being of our employees partners and clients.
• Teamwork: We work together with respect integrity and a shared commitment to excellence.
• Innovation & Growth: Were always looking for better ways to do thingsand we encourage creativity and continuous improvement.

$25 - $35 per hour based on experience.

Please review our Affirmative Action Policy.

Benefits: We are committed to providing employees a comprehensive benefits package which includes medical dental and vision coverage along with health savings and flexible spending accounts life insurance disability a 401(k) Savings Plan College Coach and employee assistance program.

At Air Systems we respect your privacy and protect your personal information. The data you provide during the application process will be used solely for recruitment purposes and kept confidential. We do not share your information with third parties except as required by law or with your consent.