What are the responsibilities and job description for the Office Coordinator/Dispatcher position at Durfee Plumbing & Heating LLC?
Durfee Plumbing & Heating LLC – Cape Cod, MA (On-site)Durfee Plumbing & Heating is a family-owned plumbing and heating company serving homeowners across Cape Cod since 2008. We’re growing and looking for a reliable, detail-oriented Office Coordinator / Bookkeeper / CSR to run the day-to-day office operations, support our field technicians, and keep our books organized.Key ResponsibilitiesCustomer Service & Dispatch
- Answer incoming calls, emails, and website inquiries in a friendly, professional manner
- Schedule and dispatch plumbing/heating/HVAC jobs using our software (ServiceTitan / Housecall Pro)
- Coordinate with technicians to ensure efficient routing and on-time arrival
- Enter and update customer information, job notes, and work orders accurately
- Follow up with customers for feedback, reviews, and future maintenance appointments
Bookkeeping & Financial Admin
- Enter invoices, bills, and payments into QuickBooks (or similar accounting software)
- Reconcile bank and credit card transactions regularly
- Track accounts receivable and follow up on overdue invoices professionally
- Assist with job costing, basic reporting, and organizing documents for the accountant
- Maintain accurate records for vendors, customers, and expenses
Office Coordination
- Keep the office organized, stocked, and running smoothly
- Assist with ordering parts and supplies; coordinate with suppliers as needed
- Maintain digital and paper filing systems for jobs, permits, and warranties
- Support the owner with administrative tasks, paperwork, and basic HR onboarding documents
- Help improve and document office processes and standard operating procedures
Requirements
- 2 years experience in an office, bookkeeping, or administrative role
- Hands-on experience with QuickBooks (or similar accounting software)
- Strong phone and people skills; calm and professional under pressure
- Experience with scheduling/CRM software (ServiceTitan experience is a big plus)
- Excellent attention to detail and strong organizational skills
- Ability to prioritize and manage multiple tasks independently
- Reliable, punctual, and comfortable in a small, fast-paced, family-owned business
- Must be authorized to work in the U.S.
Nice to Have
- Experience in plumbing, HVAC, or other home service/trades businesses
- Familiarity with Cape Cod area towns and basic travel times
- Experience supporting owners in small businesses (wearing multiple hats)
What We Offer
- Competitive hourly pay (based on experience)
- Stable, year-round work with a growing local company
- Family-owned environment where your work is appreciated and noticed
- Paid training on our systems, including ServiceTitan and our internal processes
- Opportunity to grow as we expand our HVAC, heat pump, and duct cleaning services
Schedule
- Full-time, Monday–Friday
- Occasional flexibility during peak seasons or for emergency call support
Job Type: Part-time
Pay: $20.00 - $25.00 per hour
Benefits:
- Flexible schedule
- Paid time off
- Vision insurance
Work Location: In person
Salary : $20 - $25