Dispatch Specialist

Aston Carter•McHenry, IL

3d•$20 - $25•Onsite

About The Position

This Dispatch Specialist role supports a small, family-owned HVAC business by coordinating daily operations between customers, technicians, and vendors. You will manage scheduling, dispatching, billing, and administrative tasks while delivering professional, friendly, and accurate service. The position offers significant cross-training and the opportunity to shape the role over time as you take on more responsibility and contribute to the company’s growth.

Requirements

High School Diploma
At least 2 years of office or dispatch experience.
At least 2 years of experience performing administrative or data entry duties.
Proficiency with Microsoft Office applications.
Strong phone skills, including the ability to handle calls from upset or frustrated customers calmly and professionally.

Responsibilities

Serve as the primary dispatcher for an HVAC service business, coordinating daily work for a team of technicians.
Communicate with customers by phone to schedule appointments for preventative maintenance, service contracts, and service calls, including emergency situations.
Handle incoming calls from customers, including those who may be upset due to billing issues or equipment outages, and resolve concerns with professionalism and empathy.
Schedule and adjust technicians’ calendars to maximize efficiency while meeting customer needs and timelines.
Coordinate with technicians throughout the day to provide job details, updates, and changes to schedules as needed.
Prepare and send quotes for HVAC services, ensuring accuracy in scope, pricing, and timelines.
Order parts required for service and repair work, and track orders to ensure timely delivery.
Perform invoicing for completed work, ensuring that all labor, parts, and services are accurately captured.
Manage accounts payable related to parts and materials ordered, ensuring that vendor invoices are accurate and processed in a timely manner.
Prepare customer work orders and documentation for billing, ensuring all information is complete and correct.
Process customer payments and ensure they are applied correctly to the appropriate accounts.
Perform data entry and administrative tasks, including updating customer records, service histories, and scheduling systems.
Use Microsoft Office and other office software to create, update, and maintain documents, spreadsheets, and records.
Support the renewal of service agreements by tracking expiration dates, preparing renewal documents, and coordinating with customers.
Maintain a high level of accuracy in all tasks, especially in billing, quoting, scheduling, and data entry.
Collaborate with internal teams and external manufacturer clients, professionally pushing back when necessary to protect schedules and commitments.
Adapt to changing priorities and workloads, taking on additional responsibilities such as more advanced quoting, ordering, and contract management as you grow in the role.
Contribute to a positive, team-oriented office culture by communicating clearly, handling jokes and informal interactions with good humor, and maintaining professionalism.
Demonstrate initiative by forecasting needs, such as identifying when on-demand items should be ordered for stock to improve efficiency.