Office Assistant/Dispatcher

NOW HIRING! HVAC Office Administrator / Service Coordinator Brian’s Heating & Air Conditioning & More Location: West Chicago, IL Position: Full-Time | In-Person Schedule: Regular business hours; occasional on-call availability may be required. Join Our Team! Brian’s Heating & Air Conditioning & More is looking for a highly organized, motivated, and dependable Office Administrator / Service Coordinator to join our growing team! We are a busy HVAC company looking for someone who can keep up with a fast-paced environment, manage multiple responsibilities, and help keep our daily operations running smoothly. Our ideal candidate is a self-starter who takes initiative, communicates effectively, pays attention to detail, and can confidently handle tasks without constant supervision. Key Responsibilities Customer Service & Scheduling Answer incoming phone calls and schedule service appointments. Coordinate daily communication with field technicians, including calls, messages, and texts. Send appointment confirmations and customer reminders. Monitor incoming emails and online service requests. Maintain accurate customer information and service records. Assist with dispatching and scheduling technicians. Participate in occasional after-hours or weekend on-call coverage as needed. Maintenance Agreements & Customer Accounts Manage maintenance agreement enrollments, renewals, and billing. Schedule preventative maintenance appointments. Process monthly and annual maintenance payments. Register newly installed equipment and submit applicable rebates. Assist customers with financing applications and paperwork. Invoicing, Estimates & Administrative Support Create, review, edit, and send customer invoices. Prepare and send service estimates and quotes. Follow up with customers regarding outstanding estimates. Create and distribute job reports. Track technician sales commissions. Order parts and materials from vendors. Complete general administrative tasks and provide support to management. Qualifications Previous office administration, dispatching, or customer service experience required. HVAC, plumbing, electrical, or other service-industry experience strongly preferred. Strong organizational skills and excellent attention to detail. Excellent written and verbal communication skills. Ability to multitask, prioritize responsibilities, and work independently. Comfortable learning and navigating multiple software platforms. Experience with scheduling, invoicing, and customer management software. Proficiency with Microsoft Office and Google Workspace. Experience with BuildOps and QuickBooks is a plus. Strong problem-solving skills and a proactive attitude. Willingness to participate in occasional on-call coverage when required. What We're Looking For We need someone who is more than just an order taker. We are looking for someone who: Takes ownership of their responsibilities. Is reliable, accountable, and dependable. Can handle a busy phone while managing other tasks. Is comfortable communicating with customers and field technicians. Can identify problems and work toward solutions. Understands the importance of following through and completing tasks. Is adaptable and willing to jump in wherever needed. Brings a positive, professional attitude to the office. What We Offer Full-time, stable employment. Competitive compensation based on experience. Opportunity to grow within the company. A collaborative, team-oriented work environment. A hands-on role where your work makes a direct impact. How to Apply Interested candidates should submit their resume along with a brief description of their relevant experience. Brian’s Heating & Air Conditioning & More West Chicago, Illinois We are looking for someone who takes pride in their work, values teamwork, and is ready to become an important part of our day-to-day operations. Pay: $24.20 - $29.15 per hour Expected hours: 40.0 per week Benefits: 401(k) Dental insurance Health insurance Paid …

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