Come and join our team!

We are currently looking for an experienced HVAC Service Dispatcher.


FLSA Status: Non- Exempt

Service EEO Job Code: OC-2

Reports To: Service Administration Supervisor

Prepared Date: 7/17/2017

Salary: 30 - 40K with full-time benefits. Pay is market reflective and based on experience

SUMMARY Responsible for exercising discretion and independent judgment in planning, scheduling, coordinating, controlling, directing activities of all service operational resources, labor hours and purchase order management. Responsible for status updates and communications with all parties involved for service work (Sales staff, customers, service staff, service management, etc.).

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other functions may be assigned. • Coordinates service resources. • Schedules personnel, materials, sub-contractors and equipment based on project needs, skill sets, and availability. • Generates Work Order Documents, dispatches technicians, and notifies customers. • Responsible for customer interaction/satisfaction. • Interacts and communicates with Service Supervisors to assign/dispatch Controls Technicians and HVAC Technicians. • Filing of customer invoices and contracts for assigned customers. • Monthly analysis of service team open call report. • Enter and maintain service technician labor hours and works with payroll to processes labor hour statements for Paychex. • Issues purchase orders to vendors and internal staff. Responsible for PO receipt collection, PO data entry, reconciliation, job costing and PO filing. • Maintains customer satisfaction by investigating concerns, routing them to the assigned staff, and responding to special requests • Schedules and follows up with customers regarding technician scheduling. • Logs service start-up and service work requirements in job tracking system. • Reviews project paperwork, complete calls, and forwards project paperwork to Project Administrators. • Coordinates operations interaction with the Parts Department and Acquisition, as necessary. • Handle customer inquires related to billing questions, credit problems, and invoices in a professional manner. • Investigates customer inquiries regarding invoice discrepancies. • Flexibility to work 40+ plus per week and weekends, as required.

ADDITIONAL FUNCTIONS AND CROSS TRAINING RESPONSIBILITIES • Creates customer invoices for work performed in assigned area. Responsible for billing customers for all work performed by their assigned technicians including the southern territory technicians. • Responsible for job costing all labor and material and applying them to the correct job on a daily basis to ensure the correct profitability for each job. • Analyzes Work in Process (WIP) monthly and prepares invoicing for all complete jobs. • Process and update all claims to Trane through Falcon system. • Process and update all claims to various equipment vendors. • Maintains customer database with regard to start-ups, warranty, and service contract contacts. • Responsible for generating, interpreting, and printing various assigned reports. • Transfers and posts all sales journals and invoices into software. • Processes site maintenance changes and corrections including technician account assignment changes.


QUALIFICATIONS To perform this job successfully, an individual must be able exercise independent judgment and discretion and perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE Two-year certificate from college or technical school; or three (3) years to five (5) years of related experience and/ or training; or equivalent combination of education and experience. Working knowledge of office equipment and Microsoft Office products. Familiarity with the operation of Energy Management Systems, HVAC Systems and/or Temperature Controls.

LANGUAGE SKILLS Ability to read and comprehend instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS Ability to add, subtract, multiple, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY: Ability to apply common sense understanding and independent judgment to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in a variety of situations.

CERTIFICATES, LICENSES, REGISTRATIONS Valid Driver’s License (occasional field visits)

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift up to 25 lbs. Specific vision abilities required by this job include close vision, depth perception, distance vision, and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position works in a typical office environment. The noise level in the work environment is usually moderate, fast paced, must be able to multi task.

This is a full time position with full company benefits - Medical, Dental, Vision, STD/LTD, Life Insurance, 401(k) with match, and numerous corporate discounts! 


We are an equal opportunity employer.
Women, minorities, veterans and individuals with
disabilities are encouraged to apply.