Administrative Assistant/ Dispatcher

Opti Staffing; Anchorage (AK); On-site; USD 29,000 - 34,000; Full time

Benefits offered by this job

Employer-paid health insurance

Health Reimbursement Arrangement

Dental and vision insurance

Life and supplemental insurance

Paid holidays

PTO and sick leave

Continued professional development

Job summary

Opti Staffing Group is hiring an Administrative Assistant / Dispatcher to support a local HVAC company in Anchorage, AK. You will coordinate daily service calls and dispatch HVAC technicians while providing administrative support and maintaining records.

The ideal candidate is dependable, organized, and customer-focused, able to multitask in a fast-paced service environment. Pay ranges from $21 to $25 per hour, DOE, with full-time hours Monday–Friday.

Qualifications

• Prior administrative, customer service, scheduling, dispatching experience.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize in a fast-paced environment.
• Strong verbal and written communication skills.
• Comfortable communicating with customers and field service technicians.

Responsibilities

• Answer incoming phone calls and assist customers with service requests and scheduling.
• Schedule HVAC service appointments and coordinate technician availability.
• Dispatch technicians to service calls considering location, urgency, skill, and schedule.
• Monitor technician schedules and adjust appointments as needed.
• Communicate appointment details, schedule changes, and job updates with technicians and customers.
• Create, update, and maintain service work orders and customer records.
• Enter service information accurately into company systems.
• Follow up with customers regarding appointments and updates.
• Assist with invoicing, paperwork, data entry, and other general administrative duties.
• Maintain organized records and ensure information is accurate and up to date.
• Help prioritize emergency and time-sensitive service calls.
• Coordinate with technicians, management, and other office staff to keep daily operations running smoothly.
• Assist with tracking technician hours, job status, parts, and other service-related information as needed.
• Provide professional and courteous customer service at all times.
• Support other administrative and operational needs as needed.

Skills

Organizational skills

Multitasking

Communication skills

Microsoft Office

Scheduling software

Customer service

Attention to detail

Tools

Microsoft Office Suite

Job description

OPTI STAFFING GROUP IS HIRING - Opening: Administrative Assistant / Dispatcher – Full Time Location: Anchorage, AK Pay: $21–$25 DOE Hours: Monday–Friday, Full Time

Opti Staffing Group is looking for a dependable, organized, and customer-focused Administrative Assistant / Dispatcher to join a local HVAC company. This position will provide administrative support while also coordinating daily service calls and dispatching HVAC technicians. The ideal candidate is comfortable managing multiple priorities, communicating with customers and field technicians, and keeping schedules organized in a fast-paced service environment.

What You’ll Do:

• Answer incoming phone calls and assist customers with service requests and scheduling
• Schedule HVAC service appointments and coordinate technician availability
• Dispatch technicians to service calls while considering location, urgency, skill set, and schedule
• Monitor technician schedules and adjust appointments as needed throughout the day
• Communicate appointment details, schedule changes, and job updates with technicians and customers
• Create, update, and maintain service work orders and customer records
• Enter service information accurately into company systems
• Follow up with customers regarding appointments, service updates, and scheduling needs
• Assist with invoicing, paperwork, data entry, and other general administrative duties
• Maintain organized records and ensure information is accurate and up to date
• Help prioritize emergency and time-sensitive service calls
• Coordinate with technicians, management, and other office staff to keep daily operations running smoothly
• Assist with tracking technician hours, job status, parts, and other service-related information as needed
• Provide professional and courteous customer service at all times
• Support other administrative and operational needs as needed

What We’re Looking For:

• Previous administrative, customer service, scheduling, dispatching, or office experience
• Strong organizational skills and excellent attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Strong verbal and written communication skills
• Comfortable communicating with customers and field service technicians
• Strong computer and Microsoft Office skills
• Ability to learn scheduling, dispatching, and service management software
• Previous HVAC, plumbing, electrical, construction, or other service-industry experience is preferred
• Previous dispatching or technician scheduling experience is a plus
• Ability to remain calm and professional when handling schedule changes or urgent service requests
• Dependable, professional, and team-oriented
• Ability to work independently and make sound scheduling decisions
• Strong customer service skills and a positive attitude

Benefits:

• Employer-paid health insurance
• Health Reimbursement Arrangement
• Dental and vision insurance
• Life and supplemental insurance options
• Paid holidays, PTO, and sick leave
• Continued professional development