Billing/Dispatch Administrator

CoolSys•Philadelphia, PA

About The Position

The Billing/Dispatch Administrator supports the daily operations of HVAC service and installation teams, combining administrative duties with industry-specific tasks to help ensure efficient workflows and customer satisfaction. The role coordinates service scheduling, billing, parts ordering, customer communications, recordkeeping, and administrative support for technicians and management. It also calls for embodying CoolSys’s CARES culture: Collaboration, Accountability, Respect, Empowerment, and Safety.

Requirements

High school diploma or GED; related vocational, technical, or trade school classes are acceptable.
At least 2 years of experience in an administrative, billing, or dispatch role; experience in the HVAC or service industry is preferred.
Ability to multitask effectively and use good organizational skills.
Excellent verbal and written communication skills.
Ability to work with minimal supervision.
Ability to understand and follow company policies and procedures and applicable state and federal laws.
Ability to use typical business tools, including email, Word, and Excel.

Nice To Haves

Bachelor’s degree.
Administrative, billing, or dispatch experience in the HVAC or service industry.

Responsibilities

Coordinate and schedule service and maintenance calls for multiple technicians, optimizing routes and supporting timely service delivery.
Process and generate invoices for completed services, ensuring they are accurate and submitted to clients promptly.
Order parts needed for service calls, track inventory, and schedule return visits as needed.
Update customers on service status, respond to inquiries, and support customer satisfaction.
Maintain organized records of service calls, invoices, and customer interactions in accordance with company policies.
Assist technicians and management with filing, data entry, report generation, and other administrative tasks.
Embody the CoolSys CARES culture: Collaboration, Accountability, Respect, Empowerment, and Safety.
Perform other duties as assigned.

Benefits

Competitive pay of $23–$25 per hour.
Medical, dental, vision, and prescription coverage.
Paid vacation, holidays, and a floating holiday.
401(k) with company match.
Company-sponsored life insurance.
Optional AD&D and short- and long-term disability coverage.
Tuition reimbursement.
Employee discounts on vehicles, hotels, theme parks, select cell phone bills, and other offerings.
Pet insurance.
Legal plan and identity theft protection.