HVAC Dispatch Coordinator - ABC Mechanical

About the role

Job Purpose Responsible for the coordination and logistics of open work orders with techs, supervisors and subcontractors. Furthermore, responsible to ensure a responsible amount of details is captured from our client and then communicated to the appropriate people within our team. Responsible for the coordination and purchase orders of all parts and materials that are not the normal truck stock. Responsible Management of company accounts receivables, cash receipts, and collections. Specifically, maintain contact with all customers on a proactive basis with the goal to keep all invoices paid in accordance with our payment terms. Upon receipt of customer payments, apply those payments against outstanding invoices with daily banking deposits matching daily cash receipts. Initiate and follow up internal communications within the company regarding all AR and Cash Receipt matters. When all internal efforts result in non-payment of outstanding invoices, act as interface with external collection efforts such as small claims courts, attorneys, or collection firms. Coordination and shared responsibility of service dispatch with Business Manager & Operations Manager.

Responsibilities

• Dispatch duties - Opening service orders as calls come in, Dispatching subcontractors and in house technicians, Coordinating technicians schedule
• Purchase Order duties -- Create purchase orders for subcontractor service calls, job materials, truck stock, etc
• Utilization of the accounting systems (Netsuite & Shepherd) -- Service orders, Sales orders
• AP duties -- GL coding of vendor invoices, tracking of on time payment, emergency check requests, Manage various duties with the work order & sales order system.
• Responsible to meet all deadlines
• Where customers request copies of invoices, field work orders, or other documentation related to the transaction, furnish the customer with the requested items. Add notes of this requested & furnished information as collection notes into our software
• Where customers ask questions you are unable to answer which impact payment of our invoices in accordance with our payment terms, initiate internal email communications with the responsible employees with your goal to furnish answers to our customer and secure payment. Add this gathered information as collection notes into our software
• Process customer payments including cash, check, or wire transfers. That process includes entering and applying the cash receipt into Netsuite.
• Identify AR accounts to contact on a pro-active basis to confirm receipt of new invoices and gather estimated payment dates. Add this information as collections notes into our software
• At each month's end, prepare and mail or email customer accounts receivable statements and past due/collections letters on company letterhead.
• Assist with service duties including but not limited to: answering phones, scheduling, dispatching and coordinating service staff
• Prepare partial and final releases of lien when needed for customers. Coordinate your need for supplier releases of lien with Accounts Payable who is responsible for preparing and getting those.

Skills and Knowledge

• Knowledge of construction trades and facilities maintenance requirements including ability to understand, communicates, and deals effectively with customers.
• Ability to perform intermediate level mathematical functions and Excellent administrative and organizational skills, expert in communication, writing, and documentation
• Strong time management & organizational skills and the ability to prioritize
• Computer knowledge and experience with all Microsoft Office software, ability to manage online documentation of service requests, utilize time and material tracking

Requirements

• Education -- minimum high school graduate with continuing education in office clerical
• Experience -- A minimum of 4 years of AR / dispatch knowledge and / or experience
• Special Qualifications --Must possess the above knowledge, skills, and abilities (Skills and Knowledge)