HVAC Service Coordinator/Dispatcher

A well-established HVAC company in Walnut Creek is seeking a detail-oriented and reliable Service Coordinator / Dispatcher to join our team. This dual-role position is responsible for coordinating daily service operations and managing the billing process for our service department. The ideal candidate will have strong organizational skills, excellent communication, and the ability to handle multiple priorities in a fast-paced environment.

Key Responsibilities:

Dispatching Duties:

• Prioritize and coordinate service calls, emergency requests, and routine maintenance appointments
• Schedule and dispatch field technicians and service crews to job sites based on technician capabilities, geographic region and drive times
• Ensure that technicians have required parts and supplies for various repairs
• Communicate with technicians throughout the day to ensure schedules stay on track
• Complete work order in detail
• Prepare next day schedule, notify technicians, and ensure that technicians have proper parts
• Assist in creating quotes based on service tech recommendations
• Maintain accurate dispatch logs and field activity records
• Manage on-call list and holiday schedules

Billing Duties:

• Review completed service tickets for accuracy and completeness
• Create and process invoices for service work in a timely manner
• Communicate with technicians and project managers to resolve billing discrepancies
• Bill for routine maintenance, ensuring all billing is aligned with company pricing and customer agreements
• Support the accounting department with documentation and recordkeeping

Other Duties:

• Oversee annual service truck inventory
• Create purchase orders and order materials as needed, including filters for monthly, routine maintenance

Qualifications:

• Prior experience in dispatching and/or billing within a construction or service-based industry preferred
• Strong attention to detail and accuracy in data entry and record management
• Excellent communication and customer service skills
• Proficiency in Microsoft Office (Excel, Outlook, Word) and dispatch or accounting software. Foundation software a plus.
• Ability to multitask and remain organized, taking interruptions and changing priorities into account.

What We Offer:

• Competitive pay based on experience
• Health, dental, and vision insurance options
• 401k Plan
• Employee Stock Ownership Plan (ESOP)
• Paid time off and holidays
• Opportunities for professional growth within the company
• A positive, team-oriented work environment