HVAC Dispatcher​/Office Administrator in Chesapeake

Job Description Job Summary

We are seeking a highly organized and customer-focused HVAC Dispatcher / Office Administrator to coordinate daily service operations and support office functions. This role serves as the communication hub between customers, technicians, and management, ensuring efficient scheduling, accurate record-keeping, and outstanding customer service.

• Schedule and dispatch HVAC technicians to service, maintenance, and installation jobs based on skill set, location, and job priority.
• Monitor technician progress throughout the day and adjust schedules to accommodate emergency calls and changing priorities.
• Maintain real-time communication with field technicians via phone, radio, or mobile dispatch software.
• Ensure technicians have necessary work orders, parts information, and customer details before each appointment.

• Answer incoming calls professionally and respond to customer inquiries regarding service, pricing, and appointment status.
• Schedule service appointments, follow up on completed work, and confirm next‑day appointments.
• Resolve customer concerns promptly and, when necessary, elevate issues to management.
• Process service agreements, maintenance contracts, and warranty claims.

• Create, update, and close out work orders in the company’s service management software (e.g., Service Titan, Field Edge, Housecall Pro).
• Process invoices, collect payments, and assist with accounts receivable follow‑up.
• Maintain accurate customer records, equipment history, and job documentation.
• Order office supplies and coordinate with the parts department on inventory needs.
• Assist with payroll preparation by tracking technician hours, timesheets, and job costing.
• Support permitting, licensing, and compliance paperwork as needed.

• High school diploma or equivalent required; associate’s degree a plus.
• 2+ years of dispatching, scheduling, or office administration experience (HVAC, plumbing, electrical, or other trades).
• Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning dispatching/CRM software.
• Strong multitasking, problem‑solving, and time‑management skills.
• Excellent verbal and written communication skills.
• Ability to remain calm and professional in a fast‑paced environment.
• Basic knowledge of HVAC terminology and geography of the service area is a plus.

• Full‑time or part‑time, Monday through Friday (some on‑call or seasonal weekend rotation may be required).
• Competitive hourly pay based on experience.
• Benefits: health insurance, paid time off, holidays, 401(k), and ongoing training.