HVAC Dispatch Coordinator

About Client

Client is a long-established, family-owned commercial HVAC and refrigeration service provider serving the tri-state area for over four decades. Built on strong relationships, operational stability, and high professional standards, the organization offers a non-corporate environment where leadership is accessible, accountability matters, and team members are trusted to own outcomes. The company values integrity, long-term growth, and a hands‑on culture that prioritizes both client success and employee development.

The HVAC Dispatch Coordinator owns the full lifecycle of assigned service jobs, serving as the central point of accountability for client communication, scheduling, quote coordination, invoicing, and work order closure. This role is execution‑driven and fast‑paced, requiring constant prioritization, proactive outreach, and problem‑solving to ensure exceptional service delivery. The ideal candidate thrives in dynamic environments, takes ownership of outcomes, and measures success through closed work orders, satisfied clients, and repeat business.

• Competitive hourly compensation ($25–$40/hour based on experience)
• Full‑time, on‑site position with consistent workload
• Health, dental, and vision insurance
• 401(k) retirement plan
• Paid time off
• Referral bonus program
• Long‑term stability with an established, family‑owned company
• Supportive, accessible leadership and collaborative culture
• Autonomy and ownership of assigned accounts and workflows

• 3+ years of experience in HVAC, mechanical services, facilities, or construction coordination
• Prior dispatching, scheduling, or service coordination experience
• Strong customer service and client communication skills
• Comfortable using service management or dispatching software (Service Trade preferred)
• Excellent organizational and time‑management abilities
• Ability to manage multiple priorities under shifting demands
• Confident communicator via phone, email, and internal systems
• Detail‑oriented with strong follow‑through
• Self‑starter with a high sense of accountability
• Professional, reliable, and team‑oriented

• Serve as primary point of contact for assigned service accounts
• Proactively communicate with clients regarding service needs and job status
• Schedule and dispatch technicians based on urgency, skill set, and availability
• Submit quotes promptly upon technician recommendations
• Follow up consistently on quotes to drive approval and conversion
• Ensure invoices are accurate, complete, and sent in a timely manner
• Close work orders quickly with proper documentation
• Track job progress and resolve issues before they escape
• Build and maintain strong client relationships to encourage repeat business
• Adapt daily priorities based on workload, emergencies, and operational needs