HVAC Office Scheduler / Dispatcher

Job Description Job Description *Must have desired/relevant experience to be considered. Pay based on experience and job performance. Raises considered based on job performance.* Position Overview All In One Home Services is seeking a highly organized and customer-focused HVAC Office Scheduler / Dispatcher to join our team. This role is critical to daily operations, ensuring technicians are efficiently scheduled, customers are communicated with clearly, and service calls are executed smoothly. The ideal candidate thrives in a fast-paced environment, is detail-oriented, and excels at coordinating multiple priorities. Key Responsibilities Scheduling & Dispatch Schedule and dispatch HVAC technicians for service, maintenance, and installation calls Optimize daily routes to maximize efficiency and minimize drive time Adjust schedules in real time based on emergencies, cancellations, and technician availability Ensure technicians have accurate job details, customer information, and equipment needs Customer Communication Confirm appointments with customers via phone, text, or email Provide updates on technician arrival times and schedule changes Handle inbound calls related to scheduling, delays, or service inquiries Maintain a professional, friendly, and solution-oriented approach at all times Operational Coordination Work closely with operations managers and technicians to ensure smooth job flow Monitor job progress throughout the day and proactively resolve scheduling conflicts Coordinate with sales and installation teams for seamless job transitions Maintain accurate records in CRM and dispatch software Administrative Duties Enter and update customer information, job notes, and scheduling details in CRM Track daily metrics such as call volume, booking rates, and technician utilization Assist with reporting and operational tracking as needed Support office team with additional administrative tasks Qualifications Previous experience in scheduling, dispatch, or customer service (HVAC or home services preferred) Strong organizational and time management skills Ability to multitask and adapt in a fast-paced environment Excellent communication and problem-solving skills Proficiency with computers, CRM systems, and scheduling software Positive attitude and team-oriented mindset Preferred Qualifications Experience with ServiceTitan, Housecall Pro, or similar platforms Knowledge of HVAC terminology and service processes Compensation & Benefits Competitive hourly pay (based on experience) Paid time off and holidays Ongoing training and development opportunities Supportive team environment What Success Looks Like Efficiently filled schedules with minimal gaps High technician productivity and utilization Strong customer satisfaction and communication Accurate and up-to-date scheduling data Why Join All In One Home Services? Growing, team-oriented company Opportunities for advancement Fast-paced, engaging work environment Make a direct impact on daily operations and customer experience