Service Dispatch / Coordinator

Job Title: Service Dispatch / Coordinator

Job Location: Minneapolis MN

Operating Company: Midwest Mechanical Solutions

Reports To: HVAC Service Manager

FLSA Status: Exempt

This is a FULL-TIME position

Overview:

Air Control Concepts is more than just a collection of firms, we are a community of forward-thinking experts committed to excellence, innovation, and collaboration. With a focus on commercial HVAC representation, we bring together esteemed entities from diverse regions, each boasting decades of invaluable experience.

We understand that success in the HVAC industry goes beyond individual accomplishments. That's why we believe in the power of unity and collaboration. By leveraging our collective assets, knowledge, and resources, we empower our member firms to deliver unparalleled service, safety, and efficiency to clients across healthcare, commercial, and residential sectors. This position is with one of our operating companies’ Midwest Mechanical Solutions.

Company Description:

Midwest Mechanical Solutions is a leading HVAC Representative firm of some of the best-known brands in the commercial engineering HVAC market. We are a dynamic and growing organization driven by innovation, teamwork, and a commitment to service excellence. At MMS, strong relationships, creative solutions, and an upbeat company culture are what makes us successful. As a Top Workplace employer for six years in a row, we strive to find passionate and innovative people who are eager to share our goals. Join our team and find out what we’re all about!

Mission Statement:

Creating lifelong relationships and projects we can be proud of through creatively applied HVAC solutions.

Check out their website here: https://www.mmsus.com/

Job description:

The Service Administrator plays a critical role within the MMS Service Department, supporting all service operations to ensure efficient scheduling, communication, and workflow management. This position works closely with the Service Manager, technicians, and the sales team to ensure customer expectations are met and service deliveries are completed accurately and on time.

This role requires a proactive individual with exceptional organization, communication, and problem-solving skills, someone who can manage multiple priorities in a fast-paced, service-oriented environment.

Essential Duties and Responsibilities:

• Coordinate, schedule, and dispatch technicians for installation, startup, warranty, and service work.
• Serve as the central point of contact between customers, field technicians, and internal stakeholders.
• Communicate upcoming work schedules and job details via email, phone, and text.
• Update technician work assignments and job statuses using service management software.
• Process completed work orders, generate customer invoices, and ensure timely billing.
• Track and reconcile accounts payable and receivable related to service work.
• Manage inventory needs and coordinate material procurement for active projects.
• Monitor open work orders to ensure timely completion and documentation.
• Manage warranty claims, returns, and communication with manufacturers as needed.
• Conduct post-job follow-up with customers to confirm satisfaction and address any issues.
• Support process improvement initiatives and provide administrative support to the Service Manager.
• Perform additional administrative duties as assigned to support department efficiency.

Experience and Requirements:

• High school diploma or equivalent required; Associate’s degree preferred.
• Minimum of 3 years of experience in the HVAC industry, preferably in a service coordination, dispatch, or administrative capacity.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word).
• Strong written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities independently.
• Strong interpersonal skills with the ability to collaborate effectively across teams.
• Must demonstrate MMS Core Values: driven and self-motivated, can-do attitude, team player, customer driven, do what’s right and accountable

Working Conditions and Frequency:

Work is completed on a laptop in an office environment with prolonged periods of sitting. The ability to work remotely occasionally is available once training is fully complete. You must be able to commute to our office in Golden Valley, Minnesota.

Benefits:

We offer a competitive and comprehensive benefits package, including:

• 401(k) with employer match (immediate vesting)
• Medical – HDHP & PPO options
• Dental
• HSA with employer matching contributions
• FSA & Limited FSA
• Vision
• Employer paid life/AD&D insurance
• Voluntary life insurance plans
• Paid Family Leave
• PTO
• Paid Company Holidays – 10 Days
• Employer paid short-term disability
• Long-term disability
• Referral Bonus Opportunities
• Other voluntary fringe benefits

These statements are not intended to encompass all job functions and qualifications of the position; rather, they are intended to provide a general framework of the qualifications of the position. Job incumbents may be required to perform functions not specifically addressed in this job description.

AIR Control Concepts is an Equal Opportunity Employer.