Office Coordinator / CSR / Dispatch

COMPANY OVERVIEW Griffin Heating & Cooling is a locally owned, family-operated HVAC company that has proudly served Central Oregon for over 40 years. We specialize in providing reliable heating, cooling, ventilation, and HVAC controls solutions to homes and businesses throughout our community. Our reputation has been built on quality workmanship, dependable service, and long-standing relationships with our customers. We are looking for an Office Coordinator to join our team! As a small, close-knit company, we value teamwork, accountability, and a willingness to step in wherever help is needed. Our office team plays an essential role in keeping daily operations running smoothly, supporting our technicians, and delivering the level of customer service our community has come to expect. POSITION OVERVIEW We are seeking an organized, detail-oriented, and service-minded individual who enjoys helping people, managing competing priorities, and keeping things moving behind the scenes. This is a versatile, hands-on position that combines customer service, administrative coordination, scheduling, and technician dispatching. The ideal candidate is comfortable working in a fast-paced office environment, communicates professionally, and takes pride in accuracy and follow-through. This role offers a variety of daily responsibilities and requires someone who can adapt as priorities change, work collaboratively with a small team, and take initiative to keep operations running efficiently. If you enjoy being a dependable point of contact for customers and co-workers alike, this could be a great opportunity to become an important part of the Griffin Heating & Cooling team. SCHEDULE & COMPENSATION Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m., with a one-hour lunch break Work Location: On-site at our office in Bend, Oregon Compensation: Starting Wage $26-$27/hour ($30/hour available within first 2 years, based on performance) Employment Type: Full-time, 40 hours per week JOB REQUIREMENTS & QUALIFICATIONS ---------------------------------------- EDUCATION & EXPERIENCE Bachelor's degree OR at least three years of proven experience in an administrative, customer service, dispatch, or similar role. Experience working in a fast-paced, service-oriented office environment is preferred. TECHNOLOGY Proficiency with Microsoft Word, Excel, Google Workspace, and Windows-based software. Ability to learn industry-specific software, systems, and basic HVAC terminology. ADDITIONAL SKILLS & QUALIFICATIONS Customer Service: Friendly, approachable, and professional, with a genuine interest in helping customers and supporting coworkers. Organization & Follow-Through: Able to manage multiple tasks, maintain accurate records, and ensure responsibilities are completed in a timely manner. Attention to Detail: Takes pride in accuracy when reviewing work orders, invoices, proposals, schedules, and other documentation. Communication: Strong written and verbal communication skills, with the ability to interact professionally with customers, technicians, vendors, and team members. Time Management: Able to prioritize competing demands and stay productive in a fast-paced environment. Teamwork: Willing to collaborate, assist others, and contribute to the overall success of a small office team. Initiative & Adaptability: Self-motivated, resourceful, and comfortable adjusting priorities as business needs change. Professionalism: Maintains a professional appearance and a positive, courteous demeanor. Other Requirements: Valid driver's license, clean driving record, ability to lift up to 30 pounds, ability to pass a mandatory drug test (incl. marijuana) and verifiable work references. JOB RESPONSIBILITIES ----------------------------- Customer Service & Communications: - Serve as a primary point of contact for incoming customer calls, emails, and general inquiries. - Assist customers with questions, service requests, and scheduling needs in a professional and courteous m…

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