Billing/Dispatch Administrator

Job Description

Job Description

Overview

CoolSys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management. With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions.

Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization. We also offer engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi-site rollouts across states.

CoolSys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals.

No wonder Newsweek named CoolSys one of America’s Greatest Workplaces!

We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include: 

• Competitive pay: $23-25/hr
• Benefits: Medical, Dental, Vision and Prescription coverage. 
• Paid vacation, holidays, and floating holiday.  
• 401(K) with Company match. 
• Company sponsored life insurance, as well as optional AD&D, short and long-term disability. 
• Tuition reimbursement. 
• Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more. 
• Pet Insurance. 
• Legal Plan, and ID Theft Protection. 

Responsibilities

This Billing/Dispatch Administrator plays a pivotal role in supporting the daily operations of HVAC service and installation teams. This position combines traditional administrative duties with industry-specific tasks to ensure efficient workflow and customer satisfaction. 

ESSENTIAL DUTIES AND RESPONSIBILITIES  

• Coordinate and schedule service and maintenance calls for multiple technicians, ensuring optimal route planning and timely service delivery. 
• Process and generate invoices for completed services, ensuring accuracy and timely submission to clients. 
• Order necessary parts for service calls, track inventory, and schedule return visits as needed. 
• Provide updates to customers regarding service status, address inquiries, and ensure a high level of customer satisfaction. 
• Maintain organized records of service calls, invoices, and customer interactions, ensuring compliance with company policies. 
• Assist technicians and management with administrative tasks, including filing, data entry, and report generation. 
• Embodies the CoolSys CARES culture (Collaboration, Accountability, Respect, Empowerment, Safety). 
• Performs other duties as assigned. 

Qualifications

Education / Training  

• High school diploma or GED with related vocational, technical or trade school classes acceptable.   
• Bachelor’s degree preferred. 

Work Experience / Skills  

• 2+ years in an administrative, billing, or dispatch role preferably within the HVAC or service industry. 
• Ability to multi-task effectively and use good organizational skills. 
• Excellent verbal and written communication skills. 
• Ability to work with minimal supervision. 
• Ability to understand and follow all company policies and procedures and all applicable State and Federal laws.  
• Ability to use typical business tools including E-Mail, Word, Excel, etc.