Administrative Assistant/Dispatcher

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Overview:

We are looking to hire a dedicated Administrative Assistant / HVAC Dispatcherto serve as the main point of contact between our customers and service technicians. In this role, you will manage the daily schedule of service calls, prioritize urgent issues, and ensure the smooth assignment of tasks.

You’ll be the friendly, professional voice our customers hear when they call, helping with updates, scheduling appointments, and addressing inquiries.

As the primary communication link, you'll coordinate between customers and technicians to ensure efficient operations. During peak times, such as summer & winter, you’ll need to prioritize urgent service calls and manage a busy schedule board.

Responsibilities:

• Answer a high volume of incoming calls and respond to customer inquiries professionally.
• Schedule and dispatch HVAC technicians for service and maintenance calls.
• Prioritize service requests based on urgency, location, and technician availability.
• Communicate job details, updates, and changes to field staff throughout the day.
• Track and manage work orders, ensuring accurate and timely documentation.
• Coordinate with management and service teams to optimize workflow and efficiency.
• Handle accounts receivables and ensure timely billing processes.
• Order parts needed for job completion.
• Track reports for both residential and commercial customers.

Requirements:

• Proven experience in a dispatch, administrative, or customer service role (HVAC or trades industry preferred).
• Excellent phone etiquette and strong verbal communication skills.
• Ability to thrive in a fast-paced, high-pressure environment while multitasking.
• Strong organizational skills, attention to detail, and accurate note-taking.
• Excellent communication and problem-solving abilities.
• Tech-savvy with experience using dispatch or field service management software.
• Willingness to learn and adapt to new processes and technologies.
• High school diploma or Associates degree.

What We Offer:

• Health and dental insurance
• Paid time off and holidays
• Retirement plan with company match

To Apply:

Please send your resume to career@focus-hvac.com. DO NOT CALL THE OFFICE.

Pay: $20.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Retirement plan

Work Location: In person