Full

Position Overview The HVAC Service & Dispatcher Coordinator is responsible to work with Technicians and other team members providing administrative and coordination support. This position plays a key role in ensuring service calls are scheduled efficiently, technicians are properly dispatched, clients receive timely communication, and service documentation is accurately maintained.

Acting as a primary point of contact between customers, service technicians, and the HVAC Service Manager, the HVAC Service Administrator will help maintain an organized and responsive service operation while delivering a high level of customer service.

Key Responsibilities

Service Call Coordination & Scheduling

- Receive incoming HVAC service requests from clients by phone, email, and other communication channels.
- Gather relevant information regarding service issues, equipment, site location, urgency, and client requirements.
- Create and maintain service calls/work orders within the company's service management system.
- Coordinate and schedule HVAC service technicians based on availability, location, skill set, job requirements, and priority.
- Maintain and update the daily and weekly service schedule.
- Communicate schedule changes, emergency calls, cancellations, and other updates to technicians and clients.
- Assist with coordinating preventative maintenance visits and recurring service requirements.
- Monitor outstanding service calls and follow up as required to support timely completion.

Client Communication & Customer Service

- Serve as a primary administrative point of contact for HVAC service clients.




- Respond professionally and promptly to client questions and service inquiries.
- Provide clients with scheduling information, technician arrival updates, and general service status updates.
- Obtain necessary site information, purchase order numbers, authorization details, and other documentation required prior to service.
- Follow up with clients regarding outstanding information or next steps when required.
- Escalate technical questions, service concerns, complaints, and urgent matters to the HVAC Service Manager.
- Provide technicians with the information required for scheduled service calls, including client contacts, site details, service history, and work-order information.
- Support the development and maintenance of positive, long-term client relationships.
- Coordinate return visits or additional service work as directed by the HVAC Service Manager.

Administrative Support

- Provide day-to-day administrative support to other team members and managers
- Prepare, organize, and maintain service documentation, work orders, reports, customer records, and related correspondence.
- Assist with preparing service quotations, purchase orders, reports,



and other department documentation as required.
- Maintain accurate electronic records and ensure service information is entered into company systems in a timely manner.
- Assist with tracking open work orders and identifying items requiring follow-up.
- Support the collection and organization of information required for service billing and invoicing.
- Assist with warranty documentation and service records where applicable.
- Coordinate with Accounting, Purchasing, Operations, and other internal departments as required.
- Basic financial knowledge and skills—ability to understand basic financials such as accounts receivable/payable, purchase orders, work orders, etc.
- Excellent attention to detail
- Assist with reporting, document preparation, data entry, filing, and other administrative responsibilities.
- Perform other related duties as assigned
- Strong Computer Knowledge, Proficient with Microsoft Office Word, Excel & Outlook
- Experience with artificial intelligence

Pay Ranges from $23.00 - $27.00 Hourly

Benefits

- Dental care & Extended health care-After 3 Months
- On-site parking

Work Location: In person If you are a detail-oriented individual and posses the required skills, we invite you to apply for this exciting opportunity. Please email resume to [email protected]

Job Type: Full-time

Pay: $23.00-$27.00 per hour

Expected hours: 40.0 per week

Perks

- Dental care
- Extended health care
- In office parking

Flexible language requirement:
- French not required

Work Location: In person

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