Dispatcher (HVAC)

Job Description

HVAC – Dispatcher

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• Farmingdale NY
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• Perm
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• $65-80K
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• In office position
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We are seeking a detail-oriented and highly organized HVAC Dispatcher to support our service operations team. This role is responsible for coordinating technician schedules, managing customer communications, handling billing and collections, and ensuring timely ordering and tracking of parts. The ideal candidate has strong multitasking skills, excellent communication abilities, and a background in administrative or service coordination—preferably within the HVAC or mechanical services industry.

Key Responsibilities:

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• Dispatching & Scheduling:
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• Schedule and dispatch HVAC technicians to residential and commercial service calls
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• Prioritize service calls based on urgency, technician availability, and geographic location
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• Communicate job details, updates, and changes to technicians in real-time
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• Customer Communication:
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• Serve as the primary point of contact for customers regarding scheduling, service updates, and general inquiries
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• Follow up with customers post-service to ensure satisfaction and resolve any concerns
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• Billing & Invoicing:
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• Prepare and issue accurate invoices for completed service calls and maintenance agreements
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• Work with accounting or service teams to ensure proper job costing and timely billing
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• Address billing discrepancies or customer payment questions professionally
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• Collections:
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• Track outstanding invoices and follow up with customers regarding overdue payments
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• Maintain records of collection activity and communicate with management on collection status
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• Escalate unresolved payment issues when necessary
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• Parts & Inventory Management:
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• Order parts and materials needed for service calls and scheduled repairs
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• Track shipments and delivery timelines to ensure technicians have what they need
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• Maintain organized records of inventory, backorders, and vendor information
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• Administrative Support:
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• Maintain accurate records in the dispatching and CRM software
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• Assist in generating service reports, quotes, and other documentation as needed
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• Support field staff with job-related administrative tasks
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• Qualifications:
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• 2+ years of experience in a dispatching, service coordination, or administrative role (HVAC or trades industry preferred)
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• Knowledge of HVAC terminology, equipment, and service operations a strong plus
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• Proficient in office software and service management platforms (e.g., QuickBooks, ServiceTitan, etc.)
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• Strong communication and organizational skills
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• Ability to multitask and stay calm under pressure
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• Familiarity with billing, invoicing, and collections processes.
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