Service Dispatch Coordinator – HVAC

Work Arrangement: Remote (Central Time Zone preferred)
Employment Type: Contract with Potential for Conversion
Industry: Commercial HVAC / Service Operations

Position Overview

We are seeking a highly organized and customer-focused Service Dispatch Coordinator to provide administrative and operational support to the Branch Manager and service team.

This position is responsible for coordinating daily service schedules, dispatching technicians, processing service invoices, ordering parts, and communicating with customers regarding maintenance and repair services for commercial HVAC equipment.

The ideal candidate will have previous administrative or dispatching experience, strong Microsoft Excel skills, and the ability to manage multiple priorities in a fast-paced service environment.

Key Responsibilities

Dispatching & Service Scheduling

• Schedule and coordinate service and maintenance appointments for multiple service technicians.

• Dispatch service technicians according to daily schedules, customer needs, and service priorities.

• Coordinate activities related to the maintenance, servicing, and installation of commercial HVAC equipment.

• Monitor service schedules and make adjustments as needed to accommodate changing priorities.

• Schedule return service appointments when additional repairs or parts are required.

• Maintain accurate records of service appointments and technician assignments.

Administrative & Operational Support

• Provide general administrative support to the Branch Manager and service operations team.

• Assist with coordinating daily activities of employees involved in commercial HVAC service and maintenance.

• Process completed service invoices and ensure accurate customer billing.

• Order replacement parts and materials as necessary to support service operations.

• Prepare customer repair quotations as needed.

• Maintain organized service records, schedules, and related documentation.

• Perform additional administrative duties as assigned.

Customer Service & Communication

• Serve as a point of contact for customers regarding service appointments, repairs, and scheduling updates.

• Keep customers informed of service call progress using designated websites, customer portals, and communication tools.

• Respond to customer inquiries professionally and promptly.

• Communicate effectively with service technicians, management, and customers to ensure accurate scheduling and service coordination.

• Maintain a high level of customer service, professionalism, and courtesy in all interactions.

• Assist in resolving scheduling conflicts and service-related concerns.

Required Qualifications

• High school diploma or equivalent combination of education and experience.

• Strong proficiency in Microsoft Excel.

• Proficiency in Microsoft Office applications, including Word and PowerPoint.

• Strong organizational skills with the ability to prioritize multiple tasks and deadlines.

• Excellent written and verbal communication skills.

• Strong customer service skills and a professional telephone manner.

• Ability to work independently, exercise sound judgment, and make decisions within established procedures.

• Detail-oriented with the ability to maintain accurate records and documentation.

• Self-motivated, dependable, and comfortable working in a fast-paced environment.

• Ability to coordinate effectively with multiple technicians, customers, and internal departments.

Preferred Qualifications

• 2+ years of experience in an administrative support, service coordination, or dispatching role.

• Previous experience dispatching field service technicians.

• Experience in the commercial HVAC industry or a related service trade.

• Familiarity with scheduling maintenance, repair, and installation services.

• Experience processing service invoices, coordinating parts orders, and preparing repair quotations.

• Experience using customer portals, scheduling platforms, or service management systems.

• Previous experience supporting a branch manager or field service operations team.