Dispatcher Billing Admin PartTime to FullTime Growth Path

Job Description

Job Description

Benefits:

• 401(k) matching
• Bonus based on performance
• Company parties
• Competitive salary
• Dental insurance
• Flexible schedule
• Health insurance
• Opportunity for advancement
• Wellness resources

Construction Operations Coordinator Part-Time

Industry: Commercial HVAC / Construction
Compensation: $22$29/hour, based on proven construction office experience
Schedule: Part-time to start, approximately 3035hours/week, with potential to growth into full-time

Role Overview

We are a fast-paced mechanical contractor seeking a highly organized, detail-driven person to support invoicing, receivables, dispatch, purchasing, and office operations.

This is a hands-on, multi-function role that directly impacts job profitability, vendor coordination, field productivity, and cash flow. This is not a passive administrative position. Accuracy, follow-through, and the ability to manage competing priorities are mandatory.

Primary Responsibilities

Invoicing & Receivables

• Generate and send invoices daily based on field activity and job status
• Track job progress against billings
• Follow up on outstanding receivables
• Support the controller with AR/AP documentation as needed

Dispatch & Scheduling Coordination

• Coordinate field technicians, deliveries, and crane schedules
• Confirm job readiness before scheduling, including materials, equipment, site access, and timing
• Communicate with field staff, vendors, and customers to prevent downtime and delays

Purchasing & Vendor Coordination

• Issue and track purchase orders
• Coordinate with suppliers for parts, equipment, and materials
• Verify prior orders before purchasing to avoid duplicate orders
• Track vendor confirmations, receipts, and related documentation

Office & Operations Support

• Answer and route calls professionally
• Maintain organized digital and physical job files
• Assist with internal workflows, job tracking, and daily office execution
• Support the CEO, controller, and field team in a small-office environment

Required Qualifications

• Construction or trade-related office experience required
  HVAC, plumbing, electrical, mechanical, or general contractor experience preferred
• Experience with invoicing, receivables, purchase orders, and vendor coordination
• Strong working knowledge of Microsoft Outlook, Excel, and basic accounting workflows
• QuickBooks or similar accounting software experience preferred
• Ability to multitask without losing accuracy

What Success Looks Like

• You understand the difference between an estimate, purchase order, invoice, and work order
• You do not duplicate orders, miss invoices, or schedule incomplete jobs
• You follow tasks through to completion without constant supervision
• You understand that office decisions impact field productivity, job cost, and cash flow
• You can shift between requests from ownership, accounting, vendors, customers, and field staff without dropping critical details

Ideal Candidate

The ideal candidate has worked in a construction office, worn multiple hats, and understands the urgency of dispatching, billing, purchasing, and field coordination. You are organized, accountable, and comfortable working in a small office where priorities change quickly. You are a mentally strong person that can keep up with the fast pace and redirection without being highly sensitive.

Please Do Not Apply If

• You have no construction, trade, or contractor-office experience
• You do not understand the difference between an estimate, purchase order, invoice, and work order
• You are uncomfortable managing tasks with financial or scheduling consequences
• You require step-by-step instruction for routine daily responsibilities
• You cannot handle fast pace and are an emotional person