Customer Service & Dispatch Coordinator – HVAC

We are a locally owned and operated HVAC company in Stuart, Florida seeking a highly organized, dependable, and customer-focused Customer Service Representative / Dispatcher to join our office team. This position is the communication hub between our customers, technicians, and office staff. The right person will be comfortable managing a busy phone line, scheduling and dispatching technicians, communicating with customers throughout the day, processing payments, following up on outstanding items, and keeping accurate records. Our office can move quickly, especially during peak season, so we are looking for someone who can prioritize, multitask, problem-solve, and take initiative without needing constant direction. Strong communication and follow-through are extremely important in this role. Primary Responsibilities Customer Service & Communication Answer incoming customer calls, texts, and emails in a friendly and professional manner Assist customers with scheduling service calls, maintenance appointments, repairs, and other HVAC-related needs Gather accurate information from customers to ensure technicians have the details needed before arriving Communicate appointment windows, scheduling changes, technician updates, and other important information to customers Follow up with customers regarding service appointments, recommended repairs, estimates, and outstanding needs Handle customer questions or concerns professionally and work toward an appropriate resolution Provide a high level of customer service from the initial phone call through completion of the job Scheduling & Dispatching Schedule and dispatch HVAC technicians based on location, availability, urgency, and the type of service needed Maintain and adjust the daily service schedule as new calls and emergencies come in Communicate with technicians throughout the day regarding schedule changes, customer information, parts, and job status Help ensure technicians have the information and materials needed for upcoming appointments Monitor jobs throughout the day and keep customers informed when schedules change Work with the office team to keep the schedule organized and make the most efficient use of technicians’ time Administrative & Office Responsibilities Create and maintain accurate customer profiles, job information, notes, and service history Process customer payments and assist with invoices and outstanding balances Assist with maintenance agreements and maintenance scheduling Follow up on pending repairs and estimates Maintain clear documentation of customer communication and job status Assist with parts coordination and ensure necessary information is communicated between the office and field technicians Review completed jobs for necessary follow-up or outstanding items Perform general office and administrative duties as needed What We’re Looking For The ideal candidate is someone who is organized, confident on the phone, dependable, and comfortable taking ownership of their responsibilities. Qualifications include: Previous customer service or office experience HVAC, plumbing, electrical, construction, or other home-service industry experience is strongly preferred Dispatching or scheduling experience is a plus Excellent verbal and written communication skills Strong organizational skills and attention to detail Ability to handle multiple phone calls, customers, technicians, and tasks at the same time Ability to remain professional and composed during busy or stressful situations Strong follow-through and the ability to keep track of open items until they are completed Comfortable learning and using scheduling/dispatch software Experience with Microsoft Office and QuickBooks is preferred Ability to work independently while also being a strong team player Reliable attendance and punctuality Schedule This is a full-time, in-office position . Monday–Friday: 8:00 AM–5:00 PM 1-hour unpaid lunch Who Will Succeed in This Position? This position…

View the full posting and apply