Operations Coordinator

Join to apply for the Operations Coordinator role at Talent Sphere Staffing Solutions
.

The Client is a growing HVAC company with big targets — and we’re looking for a Dispatcher / Operations Coordinator who’s ready to grow with us. This is a key role that keeps our operations running smoothly day-to-day. You’ll manage technician scheduling, customer communications, quoting, invoicing, and reporting — all through our centralized platform, Build Ops.

• Prepare and send Customer Experience Reports each morning, summarizing work completed the previous day (target: within 24 hours).
• Schedule and dispatch HVAC technicians for service, installation, and maintenance calls using Build Ops.
• Monitor technician progress and update schedules to accommodate urgent calls or changes.
• Communicate clearly with clients and field staff to ensure timely and professional service delivery.

• Turn field‑made recommendations into formal quotes and send them to clients for approval.
• Create, review, and send invoices through Build Ops.
• Develop and manage maintenance proposals and service agreements for existing and new customers.
• Build and maintain Excel spreadsheets to track service data, contracts, and performance metrics.
• Manage daily time tracking for payroll and ensure accuracy of technician hours.
• Order and track filters and consumable parts for maintenance contracts.
• Follow up on overdue invoices and coordinate with clients to resolve outstanding payments.

• Maintain accurate documentation for all jobs, quotes, and service reports.
• Support the Service Manager and technicians with scheduling, documentation, and parts coordination.
• Communicate proactively with customers and uphold the company's commitment to professionalism and reliability.

• 5+ years of experience in a dispatching, service coordination, or administrative role, preferably within an HVAC, plumbing, or similar trades environment.
• Previous experience using Build Ops software is a major asset.
• Excellent organizational, time management, and multitasking skills.
• Strong communication and customer service abilities.
• Proficient with Microsoft Office, especially Excel.
• High attention to detail with the ability to work independently and make sound decisions in a fast‑paced environment.
• A proactive, growth‑minded attitude — you look for ways to improve processes and contribute to company success.

• Competitive compensation based on experience ($70,000.00 – $80,000.00)
• Extended health and dental benefits
• Opportunities for professional development and advancement
• Supportive, team‑oriented environment that values initiative and input
• The opportunity to play a key role in a rapidly growing company — where your work truly makes an impact>