HVAC Customer Service Rep/Dispatcher

Description

Summary: The HVAC Dispatcher/CSR is responsible for coordinating and managing service calls, scheduling appointments, and providing exceptional customer service to clients. The role combines administrative, quoted services and customer service duties, with a focus on ensuring smooth operations and high-quality service delivery within the HVAC industry.

Key Responsibilities:

• Dispatching HVAC Technicians:
• •Efficiently schedule and dispatch HVAC service calls based on technician availability, skill set, and geographical location.
• •Prioritize urgent calls and emergencies to ensure prompt response times.
• •Maintain and update dispatch schedules, ensuring no overlaps or delays in service appointments.

Customer Service:

• •Answer inbound customer calls, emails, and messages, providing support, answering inquiries, and resolving concerns.
• •Assist customers in booking service appointments, troubleshooting issues, and explaining service details.
• •Handle customer complaints and escalations with professionalism, ensuring customer satisfaction.
• •Provide customers with accurate estimates, service descriptions, and updates on the status of their HVAC systems.
• •Facilitates customer care calls to insure customer satisfaction.

Data Entry & Record-Keeping:

• •Accurately input customer data, service orders, and job details into the system.
• •Maintain accurate service records, including job status, completed work, and payment information.
• •Generate and track service reports, invoices, and billing information as necessary.

Collaboration with Technicians & Field Staff:

• •Communicate job details and special requirements to HVAC technicians before and during service calls.
• •Monitor technician progress to ensure service calls are completed on time.
• •Troubleshoot and provide support for technicians if challenges or issues arise during service delivery.

Inventory & Equipment Management:

• •Assist in managing inventory for service parts and equipment, ensuring technicians have the necessary tools for each job.
• •Update inventory records when parts are used or replenished.

Administrative Support:

• •Assist with administrative tasks such as scheduling maintenance reminders, customer follow-ups, and warranty management.
• •Prepare and send out customer communications regarding service appointments, maintenance schedules, and promotions.

Work Environment:

Office-based position with interactions with field technicians and customers via phone or email.

We offer a competitive benefits package including:

• •PTO
• •401(k) Matching
• •9 Paid Holidays
• •Bonus Plan
• •Employee Referral program
• •8-hour Shift, overtime available
• •EAP/Wellness Program
• •Health/Dental/Vision Insurance
• •Trainings

If you are a self-motivated individual with a passion for providing exceptional HVAC services, we encourage you to apply for this position. Come join a winning team while working for a company with whom you can retire from!

Requirements

Skills & Qualifications:

• •Previous experience in HVAC dispatching, customer service, or administrative roles is preferred.
• •Knowledge of HVAC systems and terminology is a plus but not required.
• •Strong communication skills (verbal and written) and a customer-focused attitude.
• •Ability to handle multiple tasks, prioritize effectively, and work in a fast-paced environment.
• •Familiarity with service management software (e.g., ServiceTitan, FieldEdge) is a plus.
• •Proficient in Microsoft Office Suite (Excel, Word, Outlook) or similar tools.
• •High school diploma or equivalent (additional education or certification in customer service or HVAC is a plus).