HVAC Office and Dispatch Manager

Job Overview We are looking for a qualified, highly organized, and detail-oriented individual to join our team as an HVAC Office & Facilities Dispatch Manager. The ideal candidate will be responsible for overseeing the main office operations of a HVAC and Facilities Management company, overseeing scheduling, dispatch, customer service, billing, and administrative processes to ensure smooth, efficient, and profitable service delivery. This position serves as the central hub among field technicians, customers, vendors, and management. It combines dispatch/scheduling with office administration, ensuring service calls are booked, routed, and completed efficiently, while maintaining accurate records, timely billing, and strong customer communication. This role requires strong multitasking abilities, exceptional communication skills, organization, and time management. * Book and schedule service, maintenance, and installation of jobs. * Answer inbound calls, confirm appointments, send updates, and follow up post-job * Handle customer complaints and escalations before they reach the owner * Maintain accurate customer and job records * Process invoices, follow up on payments, and close out work orders * Manage accounts receivable aging, apply customer payments, and track maintenance plan renewals * Oversee office policies, procedures, and workflow improvements * Manage parts ordering, returns, and vendor communications Requirements Office, clerical, or administrative experience; accounting and finance experience is preferred. Experience with schedule management, office management, bookkeeping, payroll, budgeting, accounting software, and financial software is preferred. Demonstrated customer service, client communication, organizational, and technical proficiency. Ability to handle confidential information carefully and manage filing, front desk duties, and multi-line phone systems. Strong communication and customer service skills Experience in dispatch, scheduling, or customer service; high school diploma or equivalent, plus 1+ years of relevant experience Proficiency in office software (Microsoft Office, HouseCalls Pro) Ability to multitask, manage time effectively, and work independently. This role is the operational backbone of our business, ensuring that service delivery, customer satisfaction, and administrative processes run smoothly and profitably. The office & dispatch manager also owns the entire office workflow—including billing, records, vendor management, and process improvement—ensuring both operational and financial efficiency. Pay: $48,500.00 - $62,000.00 per year Benefits: Dental insurance Health insurance Vision insurance Work Location: In person

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