HVAC Dispatcher

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The Dispatcher plays a critical role in Airco's daily operations by coordinating technician schedules, managing service calls, and serving as a primary communication link between customers, technicians, and leadership. This role requires strong organization, clear communication, and the ability to manage multiple priorities in a fast‑paced service environment.

Pay Scale

Based on experience

Work Schedule

• Monday‑Friday, 7:00 AM – 4:00 PM
• Occasional overtime as business needs require

Dispatch & Scheduling

• Manage and maintain daily technician schedules
• Dispatch technicians efficiently as service calls are completed
• Dispatch technicians from home to first call when applicable
• Forecast workload 2–3 days in advance to ensure proper coverage
• Maintain and update the dispatch board/schedule in real time
• Maintain technician on‑call and standby schedules

Customer Communication

• Answer incoming customer calls professionally and promptly
• Keep customers informed of scheduling, delays, and lead times
• Contact customers to schedule work once parts are received
• Conduct customer follow‑up calls, happy calls, and surveys
• Maintain accurate and up‑to‑date customer records

Service Call Management

• Create and manage dispatch tickets for all service calls
• Debrief technicians after each completed call
• Respond to overnight messages and urgent communications
• Follow up on all pending and recommended work using the pending work log

Administrative & Reporting Duties

• Prepare service invoices and timecards for processing
• Review and verify service timecards against schedules and GPS reports
• Maintain service invoice logs and service history files
• Forward checks, charge slips, and payments to accounting
• Provide maintenance contract billing information to accounting
• Calculate and enter reporting data into the 8 For 10 database

Maintenance Agreements & Contracts

• Manage maintenance agreements including billing, scheduling, renewals, and materials staging
• Type service contract proposals for new customers
• Maintain customer history files and database accuracy

Parts & Warranty Coordination

• Order parts for special orders
• Notify warehouse of parts used for truck restocking
• Prepare and process manufacturer warranty paperwork
• Facilitate return of warranty parts

Additional Support

• Assist management with marketing or operational tasks as directed
• Update customer files with new equipment, warranties, and installation details
• File service orders and maintain accurate documentation
• Perform other duties as assigned

• High school diploma or GED required
• Minimum of two (2) years of experience in dispatching, customer service, project coordination, or related field (or equivalent education/experience)
• Strong customer service and communication skills
• Ability to multitask and stay organized in a fast‑paced environment
• Working knowledge of computers and service software
• Geographic knowledge of the service area or strong map‑reading skills
• HVAC or service‑industry experience preferred but not required

• Clear and professional communication
• Strong attention to detail
• Time management and prioritization
• Team collaboration
• Problem‑solving and adaptability

• Entry level

• Full‑time

• Management and Manufacturing

• Consumer Services

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