What are the responsibilities and job description for the HVAC Service Coordinator / Dispatch position at Action Air Systems?
Description
Responsibilities
Qualifications
Core Competencies
Benefits
The Dispatcher / Service Coordinator is responsible for managing the daily scheduling and coordination of Service Technicians, ensuring efficient operations, timely billing, and exceptional customer service. This role supports both the Service and Construction departments by maintaining accurate records, processing service calls, coordinating materials, and ensuring all documentation is up to date and compliant with company standards.
Responsibilities
- Dispatching & Scheduling Service Technicians for daily service activities and ensure efficient routing. Ensure technicians are scheduled sufficiently in advance to maintain productivity and minimize downtime. Receive all incoming service calls and schedule technicians using the dispatch board. Set up service calls and issue call slips for each job.
- Billing & Administrative Support Close out all call slips on a weekly basis to ensure accurate and timely billing. Perform weekly billing for service work and enter payables into the system. Verify weekly technician timesheets for accuracy. Issue purchase orders for both the Service and Construction departments as needed.
- Customer & Contract Management Facilitate Service Contract renewals. Maintain and update site equipment files, ensuring accuracy of all equipment information. Enter new customer account information, including billing details and labor rates. Bring customer account issues or bad debt concerns to the attention of the Owner/Controller. Provide small repair quotes or work with the Service Sales team on replacement proposals.
- Documentation & Data Management Enforce and support the company’s paperless documentation system. Input Service-related information for Construction jobs. Set up job numbers for all Service jobs. Review pricing for consumables and customer labor rates at least every six months.
- Parts, Materials & Vendor Coordination Order parts and materials required by technicians for service calls. Order materials for monthly preventive maintenance work. Maintain communication with vendors and coordinate visits during monthly technician meetings. Assist in coordinating monthly Service Technician meetings with the Service Team Leader.
Qualifications
- Previous experience in dispatching, service coordination, or a customer service–focused administrative role.
- Proficiency with scheduling tools i.e. BuildOps or service management software.
- Experience with service billing, invoicing, or purchase order processing.
- Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
- Excellent verbal and written communication skills.
- Ability to work independently as well as collaboratively within a team.
- High level of accuracy and attention to detail in data entry and documentation.
- Experience in HVAC including HVAC terminology, workflows and parts; mechanical contracting, or a related service industry is preferred.
Core Competencies
- Strong problem-solving skills
- Customer-focused attitude and professionalism
- Ability to remain calm and organized under pressure
- Effective multitasking and time management
- High level of accuracy and accountability
- Team-oriented mindset
Benefits
- Competitive pay
- Comprehensive health insurance (including dental and vision)
- Health Saving Account with company contribution
- Paid Life Insurance
- 401(k) plan with company matching
- Generous paid time off
- Paid Holidays
- Professional development assistance
- Employee discount
Equal Employment Opportunity Statement
Action Air Systems, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type; without regard to race, color, religion/religious creed, age (any age), sex, marital status, ancestry, national origin, present or past history of mental disability, intellectual disability, learning disability, physical disability, including but not to, blindness, genetics, status as a veteran, sexual orientation, gender identity or expression, victims of domestic abuse/violence, sexual assault victim, trafficking in persons victim, or any other characteristic protected by federal or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Note: an individual with a disability will be qualified for this position in which he or she can perform the essential function of the position without reasonable accommodation. All responsibilities may be subject to reasonable accommodation.
Notice to 3rd Party Agencies: Action Air Systems, LLC, a NexCore Partner does not accept unsolicited resumes from recruiters or employment agencies. Without a signed Recruitment Fee Agreement, Action Air Systems, LLC will not consider or agree to referral compensation or recruiter fees. If a recruiter or agency submits a resume or candidate without an existing agreement, Action Air Systems, LLC reserves the right to hire those candidate(s) directly, without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those sent to hiring managers, will be considered the property of Action Air Systems, LLC.
We are An Affirmative Action Equal Opportunity Employer
Salary : $55,000 - $65,000