HVAC Dispatcher

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This role is responsible for coordinating daily service calls, scheduling technicians, communicating with clients and vendors, and ensuring all service-related documentation is accurate and timely. The ideal candidate thrives in a fast-paced environment, excels in multitasking, and plays a critical role in maintaining smooth service delivery.

This is an excellent opportunity for someone with HVAC or mechanical services experience who enjoys problem-solving, communication, and operational coordination.

• Schedule and dispatch technicians for all HVAC service calls, repairs, and maintenance
• Communicate scope of work, time requirements, and job details to technicians clearly and accurately
• Collaborate with the Field Supervisor and Director of Facilities to prepare the weekly technician schedule
• Proactively assign and distribute work orders throughout the day based on technician availability and job priority
• Monitor technician progress and adjust schedules as needed to ensure timely job completion
• Maintain and update customer equipment records, service history, and job notes across platforms (including Service Titan)

• Audit daily work orders for accuracy and ensure services are billed correctly
• Track the status updates of all quoted work
• Order, track, and coordinate delivery of parts to technicians or job sites
• Maintain accurate tracking of maintenance hours according to customer contracts and service agreements
• Assist with fleet service coordination and ensure vehicles remain compliant and scheduled for maintenance

• Serve as a primary point of contact for daily service inquiries, scheduling needs, and job status updates
• Respond to customer calls and emails with professionalism, accuracy, and a sense of urgency
• Collaborate with Property Managers and Client Service Representatives to ensure clear communication and seamless service delivery
• Escalate service issues as necessary and follow up to ensure proper resolution
• Collect, document, and relay customer feedback to support continuous improvement

• Set up new customers and service agreements in the system, ensuring accurate data entry
• Transfer technician notes and job information between platforms (Service Titan, spreadsheets, etc.)
• Other administrative and billing support as needed

• Stay current with best practices in dispatching, HVAC service coordination, and customer service
• Assist with various administrative projects and other duties as assigned

• High school diploma or equivalent required; additional coursework in HVAC, business, or administration preferred
• 2–5 years of experience in HVAC dispatching, mechanical services coordination, or a related administrative role
• Strong understanding of service operations, scheduling, and basic HVAC terminology
• Proficiency with Microsoft Office (Excel, Word, Outlook); experience with Service Titan strongly preferred
• Excellent communication, multitasking, and organizational skills
• Ability to work in a fast-paced environment and manage multiple priorities simultaneously
• High attention to detail and commitment to accuracy and customer satisfaction

Friedman Real Estate is a full-service real estate company and has been serving our clients for over 30 years! We do business in over 20 states and are proudly one of the Midwest's largest commercial real estate organizations. We offer a full range of services that include: commercial brokerage, property and asset management, investment and loan sale advisory, multi-family management, turnaround management and receivership, space planning and design, construction and project management, graphic design and marketing in addition to a vast array of advisory services.

We manage more than 140 commercial properties encompassing more than 16 M SF and more than 10,000 apartment homes throughout the United States. Our brokerage team has over 800 current…