Service Dispatcher

Air Systems, Inc.•San Jose, CA

1d•$25 - $35•Onsite

About The Position

Air Systems, Inc. is seeking a Service Dispatcher that is responsible for coordinating daily HVAC service operations, including scheduling technicians, managing work orders, and ensuring timely communication with customers and field. This role directly impacts technician utilization, response times, and the accuracy of billing and payroll.

Requirements

Ability to work extended hours and overtime during peak service periods
Strong attention to detail in scheduling, documentation, and work order management
Ability to coordinate effectively with technicians, customers, and internal teams
Maintain professionalism in all customer and team interactions
High School Diploma or GED Required
Exceptional customer service
The aptitude to connect with and gain respect of field personnel to obtain direct answers in difficult situations
Excellent oral and written communication
Comfortable with learning new software programs
Ability to manage multiple priorities in a fast-paced environment
Strong communication skills with both customers and field personnel
Proficiency in Microsoft Excel and Word

Nice To Haves

Strong working knowledge of service workflows (work orders, scheduling, technician dispatch)
HVAC industry experience (dispatching, technical support, or field experience)
Familiarity with HVAC systems, parts, and service processes
Experience with dispatching or service management software (e.g., Corrigo or similar)
Experience supporting maintenance agreements and recurring service contracts

Responsibilities

Build and maintain daily and weekly technician schedules based on priority, geography, and skillset
Dispatch technicians to service calls using dispatch software, phone, and email
Adjust schedules in real-time to account for emergencies, delays, and cancellations
Ensure technicians have complete job information, site contacts, and necessary materials before arrival
Create, update, and close work orders with accurate labor hours, job notes, and billing details
Verify technician time entries daily to support payroll and billing accuracy
Ensure all required documentation is complete before closing work orders
Maintain accurate records of service calls, customer requests, and contract work
Serve as the primary point of contact for incoming service calls and scheduling requests
Provide customers with clear updates on technician arrival times, delays, and job status
Respond to customer inquiries and service issues with timely follow-up
Communicate continuously with technicians regarding job status, schedule changes, and priorities
Coordinate with Purchasing to ensure materials and equipment are available ahead of scheduled work
Help resolve scheduling conflicts and field issues that impact job completion
Escalate service delays or customer concerns to management as needed
Support service operations with administrative tasks including filing, reporting, and data entry
Assist Service Team Manager with project coordination and internal initiatives as needed
Maintain organization of service records and documentation for both service and retrofit departments

Benefits

Comprehensive health coverage (medical, dental, vision, prescription)
Telehealth access and HSA/FSA options
Employer-paid Life, Accident, and Disability Insurance: 1.5 times your salary
Generous paid time off, with increases each year + 10 paid holidays
On-site employee gym and EV plugs and/or bike commuter benefits
Opportunities for professional growth through educational assistance and career development programs
A flexible work environment and culture that prioritizes team collaboration, work-life balance, and personal well-being
401(k) Savings Plan
College Coach
employee assistance program