Part-Time HVAC Dispatcher — AM & PM Shifts

Description

Modern Mechanical Services is hiring two reliable, detail-oriented Part-Time HVAC Dispatchers to coordinate daily service operations and support our back office. Every dispatcher schedules and communicates with field technicians and customers; in addition, each shift owns a specialized administrative function —
purchase order management (AM) and billing prep or billing & accounts receivable (PM). The ideal candidate is organized, communicates clearly, and thrives multitasking in a fast-paced environment. Tell us in your application which shift and which specialty fits you best.

• Schedule and dispatch HVAC and Plumbing technicians for service, maintenance, and installation calls based on service requests, technician availability, and geography.
• Coordinate daily technician schedules to maximize efficiency and customer satisfaction.
• Communicate work orders, job assignments, schedule changes, and updates to field technicians.
• Monitor technician progress throughout the shift and adjust schedules as needed.
• Answer incoming calls, emails, and assist customers with scheduling and service inquiries professionally.
• Maintain accurate dispatch logs, schedules, and service records.
• Coordinate with management to resolve scheduling conflicts and service issues.

Schedule: Monday–Friday, part-time. Two shifts available:

• AM shift: 8:00 AM–1:00 PM (approx. 25 hrs/week)
• PM shift: 1:00 PM–6:00 PM (approx. 25 hrs/week)

Classification: Part-time, non-exempt On-Call: Rotating on-call schedule required (see below)

• Create, review, and process purchase orders accurately and promptly.
• Reconcile purchase orders against vendor invoices, receipts, and work orders.
• Clean up and maintain open, aging, and unmatched purchase orders; research and resolve discrepancies.
• Follow up with vendors and technicians on missing documentation, pricing, and receiving confirmation.
• Support month-end close by ensuring purchase orders are matched, received, and reconciled.

• Prepare, review, and process customer invoices accurately and promptly.
• Verify completed work orders, labor hours, materials, and pricing prior to invoicing.
• Reconcile invoices, purchase orders, and service tickets to ensure billing accuracy.
• Process customer payments and maintain accurate payment records.
• Support AR by monitoring outstanding invoices and following up on past-due balances.
• Communicate with customers regarding billing questions, payment status, and corrections.
• Assist with month-end billing and administrative reporting.

Both positions participate in a rotating on-call schedule. While scheduled on call:

• On-call incentive: $125 per on-call period.
• Per-call pay: additional 0.5 hour of pay for each call handled while on call.

Requirements

• Strong organizational skills and attention to detail.
• Excellent verbal and written communication and customer service skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Proficiency with data entry and office/accounting software.
• Prior dispatch, purchasing, billing/AR, or HVAC/trades office experience preferred.