Dispatch & Admin Specialist for HVAC Service

AppleOne Employment Services; Hayward (CA); On-site; USD 36,000 - 39,000; Full time

Job summary

AppleOne Employment Services in Hayward, CA is seeking an Administrative Assistant / Dispatch Coordinator for a temp-to-hire role. You will manage calls, schedule service, assist dispatch, process invoicing in QuickBooks, and support daily office tasks in a small team environment.

The ideal candidate is organized, customer-focused, with 3–5 years of administrative or dispatch experience, proficient with MS Office and Excel, and capable of multi-tasking in a fast-paced service setting.

Qualifications

• 3 to 5 years of relevant administrative, dispatch, customer service, or office support experience.
• Strong customer service, interpersonal, verbal, and written communication skills.
• Ability to communicate with empathy, patience, professionalism, and sound judgment.
• Detail-oriented with strong organization, multitasking, and prioritization skills.

Responsibilities

• Answer, screen, and direct incoming phone calls in a professional and efficient manner.
• Schedule and confirm service appointments while communicating updates to customers, technicians, and internal team members.
• Assist with dispatching technicians and coordinating daily service needs in a fast-moving service environment.
• Perform invoicing, accurate data entry, and customer record updates using QuickBooks.
• Support technicians with paperwork, service forms, documentation, and administrative follow-up.
• Provide general office support and help keep daily operations organized and running smoothly.

Skills

Customer service

Dispatch support

Invoicing

Data entry

Scheduling

Multitasking

Tools

Microsoft Office

Excel

QuickBooks

Job description

AppleOne Employment Services in Hayward, CA is seeking an Administrative Assistant / Dispatch Coordinator for a temp-to-hire role. You will manage calls, schedule service, assist dispatch, process invoicing in QuickBooks, and support daily office tasks in a small team environment.

The ideal candidate is organized, customer-focused, with 3–5 years of administrative or dispatch experience, proficient with MS Office and Excel, and capable of multi-tasking in a fast-paced service setting.