Billing/Dispatch Administrator

CoolSys; Philadelphia (Philadelphia County); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Medical, Dental, Vision and Pharmacy

401(K) with Company match

Life insurance with AD&D

Tuition reimbursement

Paid vacation and holidays

Employee discounts on vehicles, hotels

Pet Insurance

Legal Plan

ID Theft Protection

Job summary

CoolSys is seeking a Billing/Dispatch Administrator to support HVAC service and installation teams in a dynamic, multi-site environment. You will coordinate service calls, process invoices, manage parts orders, and maintain accurate records while delivering exceptional customer service.

The role emphasizes organization, communication, and adherence to company policies, with opportunities to contribute to operational efficiency and service excellence across states.

Qualifications

• High school diploma or GED required; vocational/technical classes acceptable.
• Bachelor’s degree preferred.

Responsibilities

• Coordinate and schedule service and maintenance calls for technicians, optimizing routes and timely service delivery.
• Process and generate invoices for completed services with accuracy.
• Order parts for service calls, track inventory, and schedule follow-up visits as needed.
• Provide updates to customers regarding service status and address inquiries.
• Maintain organized records of service calls, invoices, and customer interactions in compliance with policies.
• Assist technicians and management with administrative tasks, including filing and data entry.

Skills

Multitasking

Organizational skills

Verbal and written communication

Independent / self-motivated

Education

High school diploma or GED

Bachelor’s degree

Tools

E-mail

Word

Excel

Job description

Overview

CoolSys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management.With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions.

Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization. We also offer engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi-site rollouts across states.

CoolSys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals.

We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include:

• Competitive pay: $23-25/hr
• Benefits: Medical, Dental, Vision and Prescription coverage.
• Paid vacation, holidays, and floating holiday.
• 401(K)with Company match.
• Company sponsored life insurance, as well as optional AD&D, short and long-term disability.
• Tuition reimbursement.
• Employee discountson vehicles, hotels, theme parks, select cell phone bills and so much more.
• Pet Insurance.
• Legal Plan, and ID Theft Protection.

Responsibilities

This Billing/Dispatch Administrator plays a pivotal role in supporting the daily operations of HVAC service and installation teams. This position combines traditional administrative duties with industry-specific tasks to ensure efficient workflow and customer satisfaction.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinate and schedule service and maintenance calls for multiple technicians, ensuring optimal route planning and timely service delivery.
• Process and generate invoices for completed services, ensuring accuracy and timely submission to clients.
• Order necessary parts for service calls, track inventory, and schedule return visits as needed.
• Provide updates to customers regarding service status, address inquiries, and ensure a high level of customer satisfaction.
• Maintain organized records of service calls, invoices, and customer interactions, ensuring compliance with company policies.
• Assist technicians and management with administrative tasks, including filing, data entry, and report generation.
• Embodies the CoolSys CARES culture (Collaboration, Accountability, Respect, Empowerment, Safety).
• Performs other duties as assigned.

Qualifications

Education / Training

• High school diploma or GED with related vocational, technical or trade school classes acceptable.
• Bachelor’s degree preferred.

Work Experience / Skills

• 2+ years in an administrative, billing, or dispatch role preferably within the HVAC or service industry.
• Ability to multi-task effectively and use good organizational skills.
• Excellent verbal and written communication skills.
• Ability to work with minimal supervision.
• Ability to understand and follow all company policies and procedures and all applicable State and Federal laws.
• Ability to use typical business tools including E-Mail, Word, Excel, etc.

Join Us

Today, there are 27 different companies that make up the CoolSys family of brands.

Our valued employees are at the heart of our continued growth and success. We invite you to be part of that growth!

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CoolSysis an EEO/AA Employer. All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristicsare encouraged to apply.

Pre-employment background screening (criminal and MVR for driving positions) and drug testing arerequiredfor all positions. CoolSys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance.