Service Coordinator-Dispatch for Commercial HVAC

About Smart Air Systems At Smart Air Systems Inc., we’re more than just HVAC contractors. Based in Deerfield Beach and serving South Florida for over 27 years, we specialize in large-scale commercial retrofit and upgrade projects. Our work includes complex mechanical systems in high-end, multi-tenant, and mission-critical facilities, and we take pride in delivering solutions that are smart, reliable, and done right the first time. We’re built by technicians for technicians. Our team is our greatest asset, and our culture is collaborative, supportive, and dedicated to craftsmanship. At Smart Air, you’ll be part of a company that values your expertise, your growth, and the pride you take in your work . Position Overview The Service Coordinator (Dispatcher) — Commercial HVAC is the “face” or first point of contact for Smart Air Systems, Inc. and is the hub between our customers, field technicians, and internal teams. This is a critical role responsible for creating exceptional customer experiences while coordinating service schedules, dispatching technicians, managing work orders, and ensuring jobs run efficiently from start to finish. This role requires effective communication skills, exceptional organizational, sound decision making, and the ability to stay positive and thrive in a fast-paced environment where priorities can change throughout the day. Key Responsibilities Coordinate service scheduling and dispatch by prioritizing calls and jobs, assigning technicians based on urgency, location, availability, and skillset, maintaining accurate schedules and job status. Serve as the primary communication link between customers, technicians, and internal teams, responding to service requests, providing scheduling updates, gathering job information, and ensuring clear and professional communication consistently throughout the service process. Manage service job coordination and documentation, including work orders, project information, technician paperwork, customer files, service contracts, and required closeout documentation to support accurate and timely invoicing. Monitor service activity and job progress, including technician time, inspection hours, job status, and return visits, communicating concerns and making scheduling adjustments as needed. Support service operations and customer follow up by coordinating access, cranes, and other job requirements; following up with customers after service; and helping ensure a positive customer experience. Maintain accurate service records and administrative processes, including reviewing, organizing, and distributing daily service documentation and ensuring service management systems and files remain current and complete. Who We Are Do you embody the core values that make Smart Air great? 1. Be Proudly Recordable : Take ownership and do things right the first time. Always respect the absent. 2. Solve Collaboratively : Teamwork is natural—support others and work toward solutions together. 3. Have Grit : Persevere through challenges, continuously improve, and never cut corners. 4. Show Empathy : Care about people—the team, customers, vendors, and community—and act with respect, understanding, and support in every interaction. 5. Make Relationships Matter : Believe that people are more important than products, so we invest in authentic connections. Qualifications Excellent verbal and written communication skills, with the ability to balance professionalism with personal connection. Strong organizational skills and attention to detail, with the ability to manage multiple service calls, changing priorities, schedules, time-sensitive tasks and documentation accurately. Strong problem solving and decision-making skills, with the ability to make sound scheduling and dispatch decisions based on urgency, technician availability, location, ETA, and skillset. Ability to build positive working relationships and consistently maintain a profession…

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