Office Administrator / Dispatcher

Job Description

Job Description

Office Administrator / Dispatcher – Coordinate Critical HVAC and Plumbing Service Operations

Job Overview:

• Company: Beacon Mechanical Services.

• Salary/Pay Rate: $25.00-$29.00 per hour, based on experience

• Location: Onsite (Canton, MA).

• Job/Employment Type: Full Time.

• Schedule: Monday - Friday.

• Mandatory Licenses & Certifications: None Required.

• Industry: Residential & Commercial Plumbing / Refrigeration

The Opportunity: You will serve as the central hub of our service operations, managing the vital connection between our field technicians and our valued customers. This role empowers you to take ownership of emergency dispatch logistics and daily office administration in a high-demand trade environment. You will have the autonomy to prioritize urgent service needs while being supported by a leadership team that values professional growth and organizational excellence.

How You Will Make an Impact:

• Coordinate complex technician schedules and dispatch field crews based on skill set, location, and real-time availability.

• Prioritize urgent emergency service requests including no-heat calls, water leaks, and power outages to ensure rapid response.

• Execute professional customer communications to provide accurate arrival windows and update clients on repair progress.

• Verify technician field notes and work orders to ensure high levels of billing accuracy and project transparency.

• Manage accounts receivable functions by following up on outstanding balances to maintain healthy cash flow.

• Maintain organized digital and physical job files to ensure seamless office operations and record-keeping.

• Resolve real-time logistical obstacles and schedule shifts to prevent service delays or technician downtime.

• Help to support Management with additional miscellaneous tasks and projects.

Required Qualifications & Experience:

• Minimum of 2 years of professional experience in dispatching or office administration.

• Proven ability to manage high call volumes and shifting priorities in a fast-paced environment.

• Demonstrated proficiency in basic accounting, invoicing systems, or service management software.

• Excellent verbal and written communication skills necessary for coordinating with field technicians and clients.

• Strong attention to detail and a proven track record of accurate data entry and file management.

Preferred Qualifications & Experience:

• Prior experience in the HVAC, plumbing, or construction service industries.

• Technical proficiency with NetSuite or similar enterprise resource planning (ERP) platforms.

• Demonstrated experience in emergency coordination or high-pressure logistics roles.

Compensation & Benefits:

• Competitive bi-weekly pay cycle.

• Comprehensive Retirement Savings Program.

• Paid Time Off

• Health and wellness coverage including Medical, Dental, and Vision insurance with company contributions.

• Supportive team environment within a stable, growing mechanical contractor.

About Us:
Beacon Mechanical Services is a fast-growing, multi-division mechanical contractor known for professionalism and reliability in the plumbing and refrigeration sectors. We foster a supportive environment where hands-on ownership and a regional footprint provide a stable foundation for long-term career growth.

Learn more at

Beacon Mechanical Services is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, gender expression, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or any other status protected by law or regulations. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors.