HVAC Customer Service & Admin Dispatch Coordinator

ATL-REFAC LIMITED; Dartmouth; On-site; CAD 40,000 - 55,000; Full time

Benefits offered by this job

RRSP matching

Medical and dental benefits

5 paid sick days

Paid vacation

Company-provided cell phone

Company-provided laptop

Job summary

ATL-REFAC Limited is seeking a Customer Service Administrator to support residential HVAC dispatch and administrative functions in Dartmouth, NS. You will handle incoming calls, gather service details, schedule technicians, and maintain clear communication with customers and field staff.

In addition to dispatch duties, you will assist with accounts payable/receivable, invoicing, payroll support, and general office tasks.

Qualifications

• Strong organizational skills and attention to detail.
• Excellent customer service and communication skills.
• Comfortable working with numbers, invoices, expenses, and financial information.

Responsibilities

• Answer incoming customer calls and provide professional customer service.
• Gather information, assess service requirements, and prioritize calls.
• Schedule and dispatch residential HVAC technicians.
• Monitor technician schedules and adjust throughout the day as priorities change.
• Maintain communication with customers and field technicians.
• Coordinate preventative maintenance and service agreements.
• Monitor outstanding work orders and follow up on incomplete work.
• Maintain accurate customer, equipment, and work-order information in the field service system.
• Ensure technicians complete required paperwork and electronic documentation.
• Assist with customer concerns, warranty documentation, and service follow-up.
• Process and maintain accounts payable, including reviewing invoices, matching documents, and preparing invoices for payment.
• Complete company credit card reconciliations and coding expenses.
• Assist with accounts receivable and collections.
• Issue purchase orders and assist with purchasing administration.
• Process customer payments and electronic payments.
• Assist with payroll and timesheet administration.
• Maintain accurate electronic and paper records.
• Assist with billing and ensure required work-order documentation is complete.
• Prepare reports and other administrative documentation.
• Provide general administrative support to management and the office team.

Skills

Organizational skills

Customer service

Communication

Outlook

Excel

Word

Education

Post-secondary education in Business/Accounting/Office Administration

Tools

Outlook

Excel

Word

Job description

ATL-REFAC Limited is seeking a Customer Service Administrator to support residential HVAC dispatch and administrative functions in Dartmouth, NS. You will handle incoming calls, gather service details, schedule technicians, and maintain clear communication with customers and field staff.

In addition to dispatch duties, you will assist with accounts payable/receivable, invoicing, payroll support, and general office tasks.