HVAC / Plumbing Dispatcher

Job Summary

The HVAC/Plumbing Dispatcher is responsible for coordinating daily service operations by scheduling technicians, tracking parts and materials, processing technician time, and reviewing service invoices for accuracy. This role is critical to maintaining efficient field operations, timely customer service, and accurate job costing.

Key Responsibilities

Dispatch & Scheduling

• Schedule, dispatch, and coordinate HVAC and plumbing service calls based on technician availability, skill set, job priority, and location
• Adjust schedules in real time for emergency calls, delays, or job overruns
• Communicate daily work orders and job details to technicians
• Confirm appointments with customers and provide updates as needed

Parts & Materials Tracking

• Track ordered parts and materials for service calls and projects
• Coordinate with vendors, suppliers, and warehouse personnel to confirm availability and delivery timelines
• Notify technicians and supervisors of parts delays or backorders
• Ensure parts are correctly assigned to work orders for job costing

Time & Payroll Processing

• Collect, review, and process technicians’ daily time entries
• Verify hours worked, travel time, overtime, and job codes
• Resolve discrepancies between technician time sheets and work orders
• Submit accurate time records to payroll on schedule

Invoice Review & Administrative Support

• Review service invoices for accuracy, completeness, and proper coding
• Ensure labor, materials, and service descriptions match completed work
• Flag billing discrepancies or missing documentation for correction
• Assist with closing out work orders in the company’s service management system

Communication & Coordination

• Serve as a primary point of contact between technicians, supervisors, vendors, and customers
• Maintain clear and professional communication under time-sensitive conditions
• Support field supervisors with reporting and job status updates

Required Qualifications

• High school diploma or equivalent (Associate degree preferred)
• 2+ years of dispatching, administrative, or office support experience in HVAC, plumbing, or construction (preferred)
• Strong understanding of service workflows and field operations
• Proficiency with scheduling software, service management systems, and Microsoft Office (or similar tools)
• Excellent organizational and multitasking skills

Preferred Skills & Attributes

• Experience with HVAC or plumbing service software (ServiceTitan, FieldEdge, Jobber, or similar)
• Ability to prioritize work in a fast-paced environment
• Strong attention to detail and accuracy
• Clear verbal and written communication skills
• Problem-solving mindset and ability to adapt to changing schedules
• Professional, calm demeanor when handling customer or technician issues

Work Environment

• Office-based position with frequent communication with field personnel
• Standard business hours with occasional overtime during peak service periods
• Fast-paced, deadline-driven environment

Performance Expectations

• Efficient technician scheduling and minimized downtime
• Accurate tracking of parts and materials
• Timely and error-free time processing and invoice review
• Consistent communication and coordination across departments

Pay: $15.00 - $24.00 per hour

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person