Dispatcher ​/ Administrative Assistant

Job Summary

We are a growing HVAC and Plumbing Company seeking a dependable and detail-oriented Dispatcher/Clerical Administrative Assistant to support daily office and field operations. This role is essential in keeping our office and field teams running smoothly by coordinating service calls, assisting customers, and handling a variety of administrative tasks. The ideal candidate is organized, professional, and comfortable juggling multiple priorities in a fast-paced environment.

• Obtain and verify customer information
• Create work orders and schedule service calls
• Dispatch technicians and coordinate daily schedules
• Communicate technician arrival times with customers
• Track technicians' schedules, ordered parts, estimates, and return work
• Coordinate with shop managers to estimate arrival times of parts or equipment and reschedule customers as needed
• Create, print, and file customer invoices for service calls and job numbers
• Perform job costing per job
• Close out and continue service calls daily

• Receive and assist visitors at the front desk
• Answer, screen, and forward incoming phone calls
• Receive and distribute daily mail
• Maintain a tidy, professional reception area stocked with necessary supplies (pens, forms, etc.)
• Order and maintain inventory of front office supplies
• Update calendars and schedule meetings and appointments
• Record and track purchase order numbers
• Enter itemized packing slips and purchase orders daily
• Receive and file shipping tickets daily
• File all correspondence and documents daily
• Perform general clerical duties including filing, photocopying, and faxing

• Previous experience in dispatching, clerical, or administrative roles preferred
• Strong organizational and multitasking skills
• Excellent communication and customer service skills
• Attention to detail with accurate data entry abilities
• Proficient with computers, email, and office software
• Ability to work independently and as part of a team
• Reliable, punctual, and professional

• Experience in HVAC, plumbing, construction, or service-based industries
• Familiarity with dispatch or job-tracking software (Aptora Total Office Manager a plus)
• Bilingual (English/Spanish) a plus

• Waiting period may apply
• Only full-time employees eligible

• One location

• No

Job Type: Full-time

Pay:
From $19.00 per hour

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location:

In person