HVAC Service Dispatcher

About the role

The HVAC Service Dispatcher is responsible for coordinating dispatch operations, managing service schedules, and supporting field operations to ensure timely response and operational efficiency. This role works closely with customers, field personnel, vendors, and leadership to coordinate service activities, resolve scheduling concerns, and maintain effective communication throughout daily operations.

Responsibilities

• Coordinate daily dispatch operations and support service and field activities.
• Schedule and dispatch field personnel, technicians, drivers, or crews based on operational needs and priorities.
• Monitor schedules, job progress, and service requests to ensure timely completion of assignments.
• Communicate with customers regarding appointments, delays, service updates, and operational concerns.
• Coordinate with leadership, vendors, subcontractors, and internal departments regarding operational needs and scheduling adjustments.
• Review and maintain accurate dispatch records, reports, schedules, and operational documentation.
• Assist with resolving scheduling conflicts and operational issues in a timely and professional manner.
• Monitor field activity and provide operational support to improve workflow efficiency and customer satisfaction.
• Assist with supporting and training less experienced dispatch personnel as needed.
• Ensure compliance with company policies, procedures, and operational standards.
• Maintain professionalism and effective communication throughout all customer and operational interactions.
• Perform additional duties as assigned.

Requirements

• Minimum 2–4 years of relevant experience.
• Ability to pass pre-employment screenings such as background and motor vehicle record checks.
• English speaking, reading, and writing preferred, and required where necessary to perform job duties.
• Maintain professionalism and a positive, respectful demeanor with customers, coworkers, and business partners.

Qualifications

• High school diploma or GED preferred.
• Previous dispatching, scheduling, customer service, or operations experience preferred.
• Experience coordinating field operations or service activities preferred.
• Experience using dispatch, scheduling, or operational software systems preferred.
• Experience supporting dispatch teams or handling operational concerns is a plus.
• Relevant industry certifications or licenses preferred, and required where necessary to perform job duties.

Skills

• Strong organizational and time management skills.
• Excellent verbal, written, and interpersonal communication abilities.
• Strong problem-solving and decision-making skills.
• Ability to multitask and manage multiple priorities in a fast-paced environment.
• Strong attention to detail and operational awareness.
• Ability to coordinate schedules, field operations, and service requests efficiently.
• Strong customer service and conflict resolution skills.
• Ability to work independently while collaborating effectively across teams and departments.
• Proficiency in Microsoft Office and dispatch or scheduling software systems.
• Ability to remain calm and make sound decisions under pressure.

Physical Requirements

• Communicate in person, by phone, radio, and through email.
• Work in a typical office environment, sitting at a desk and performing prolonged computer work, with occasional standing, walking, bending, and reaching.
• Maintain dependable transportation and consistent, reliable attendance to meet customer service and operational needs.
• Ability to exercise sound judgment and make independent decisions within established company policies and procedures.
• Ability to work overtime, modified schedules, or occasional weekends as business needs require.
• Travel as required to support project and operational needs.
• Perform all work on-site and in person; this is not a remote or hybrid position.
• Lift, carry, push, and pull at least 25 pounds.

Candidates must be authorized to work in the United States on a full-time basis without current or future need for employer sponsorship. This position is not eligible for visa sponsorship or work authorization support.