DISPATCHER / OFFICE ADMIN FOR HVAC SERVICES COMPANY

HVAC Service Dispatcher / Customer Service & Office Administrator Location: Hamilton, NJ (On-Site) Job Type: Full-Time Schedule: Monday–Friday, 8:00 AM–5:00 PM Compensation: UP TO $60,000 ANNUAL SALARY + PERFORMANCE BONUS + EXCELLENT BENEFITS PACKAGE About Us Asteroid Operating Company (“Asteroid”) is a New Jersey-based, full-service commercial and residential Mechanical, Electrical, and Plumbing (MEP) services contractor. We provide HVAC, electrical, plumbing, and related mechanical services, including preventative maintenance, equipment repairs, emergency service, and system replacements. Learn more about us at www.AsteroidHVAC.com . Position Overview We are seeking an experienced, highly organized, and customer-focused HVAC Service Dispatcher / Customer Service & Office Administrator to join our team at our Hamilton, NJ office. This is a hands-on, fast-paced position combining customer service, technician scheduling and dispatching, and general office administration . The successful candidate will serve as a primary point of contact for customers, coordinate daily field-service activities, and support a variety of administrative and operational functions across the business. Prior dispatching or customer service experience with an HVAC, mechanical, electrical, or closely related field-service contractor is REQUIRED. We are looking for someone who takes ownership, communicates professionally, manages competing priorities effectively, and can operate independently with minimal supervision. Key Responsibilities Customer Service & Dispatching Answer incoming customer calls, including service requests, scheduling inquiries, billing questions, and general customer concerns. Schedule and dispatch HVAC, electrical, and plumbing service technicians. Coordinate daily technician assignments, appointment windows, and service priorities. Make outbound calls to schedule, confirm, and follow up on service appointments. Communicate with customers regarding technician arrival times, scheduling changes, and service updates. Prepare, review, and maintain service-related work orders and documentation. Collaborate with service managers and field technicians to ensure timely and efficient service delivery. Address customer concerns professionally and coordinate appropriate resolutions. Maintain accurate customer information, service histories, and scheduling records. Office Administration & Operations Work closely with existing office administration team and perform general office administration, including document management, data entry, correspondence, reporting, and recordkeeping. Assist with vehicle fleet administration, including registrations, maintenance scheduling, and related documentation. Support office and warehouse coordination, including supplies, inventory-related administration, and vendor communications. Assist with employee onboarding, personnel documentation, and other HR-related administrative activities. Support bookkeeping, billing, accounts receivable, and other financial administrative functions as assigned. Use company business software and Microsoft Office applications to manage workflows, prepare reports, and maintain accurate records. Perform additional administrative and operational duties as directed by management. Required Qualifications 1–3+ years of direct experience in customer service, scheduling, or dispatching with an HVAC, mechanical, electrical, or related field-service contractor. Strong customer service skills and a professional, confident telephone manner. Excellent verbal and written communication skills. Strong organizational, multitasking, prioritization, and time-management skills. Ability to coordinate multiple technicians, appointments, and customer requests in a fast-paced environment. Excellent attention to detail and accuracy. Ability to work independently, take initiative, and accept responsibility. Strong work ethic, reliability, and a positive, team-oriented atti…

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