HVAC Dispatcher

Apex Service Partners • Bedford Heights, OH

2d • Onsite

About The Position

Arco Home Services has been a trusted provider of HVAC, plumbing, and electrical services throughout Northeast Ohio for over 50 years. Our commitment to excellence, customer satisfaction, and community involvement has earned us a reputation as a leader in the home services industry. We're seeking a highly organized HVAC Dispatcher to support our growing HVAC team. This role is responsible for scheduling and dispatching work, coordinating inspections and permits, supporting field technicians, maintaining accurate documentation, and ensuring jobs progress efficiently from start to finish. The ideal candidate thrives in a fast-paced environment, communicates effectively with customers and team members, and is comfortable managing multiple priorities simultaneously.

Requirements

• High school diploma or equivalent required
• Minimum of 2+ years of dispatching, coordinating, scheduling, or administrative support experience required
• Proficiency with Microsoft Office Suite, Outlook, Teams, and digital document management tools
• Strong organizational and multitasking abilities with the ability to manage competing priorities
• Excellent verbal and written communication skills
• Strong attention to detail and problem-solving abilities
• Ability to work effectively in a fast-paced, team-oriented environment
• Customer service experience with the ability to professionally resolve issues and maintain positive relationships

Nice To Haves

• Previous experience within HVAC, plumbing, electrical, construction, or other skilled trades environments preferred
• Experience using ServiceTitan strongly preferred

Responsibilities

• Assign and dispatch HVAC service and installation jobs in ServiceTitan to maximize efficiency and technician productivity
• Monitor daily schedules and make real-time adjustments based on changing priorities and job demands
• Contact customers to schedule appointments, confirm upcoming work, and follow up on outstanding jobs
• Coordinate inspections, utility disconnects and reconnects, callbacks, and final job approvals
• Prepare job packets, including proposals, permits, inspection forms, surveys, and material documentation
• Coordinate with technicians, sales representatives, vendors, utility companies, inspectors, and municipalities
• Upload and maintain job documentation, permits, photos, and supporting records within ServiceTitan
• Submit permit applications, verify signatures, track permit status, and communicate with local municipalities
• Utilize GIS tools and related resources to verify municipalities and assist with parcel mapping requirements
• Request, monitor, and track utility service orders, job numbers, planning information, and schedules
• Maintain accurate records using ServiceTitan, Microsoft Office Suite, Outlook, Teams, PDF tools, and other company systems
• Manage expense receipts and complete monthly reporting through Expensify
• Ensure all jobs are properly documented, inspected, permitted, and closed in accordance with company procedures
• Resolve customer concerns professionally and escalate recurring issues when necessary
• Track callbacks and job-related issues to ensure timely resolution and continuous improvement
• Perform other related duties as assigned

Benefits

• Medical
• Dental
• Vision
• Group Life
• HSA benefits
• 401(k) with company match
• Paid Holidays
• 3 Weeks of PTO

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED