Experienced Sales Dispatcher/Office Admin

Willard Heating and Cooling; Arlington (TX); On-site; Full time

Job summary

Join a dynamic and growing HVAC company as a Sales Dispatcher/Office Administrator. This role is essential for ensuring smooth operations by coordinating field technicians and supporting the sales team. Ideal candidates will possess HVAC industry experience, strong customer service skills, and the ability to multitask effectively. Enjoy a friendly work environment with full benefits, including medical and a matching 401(k). If you're looking for a long-term career in a supportive company, we encourage you to apply today!

Benefits

Medical, Prescription, Dental, Vision Insurance

Disability and Term Life Insurance

Matching 401(k)

Paid Holidays

Paid Time Off (PTO)

Qualifications

• 2+ years of experience in HVAC dispatching or office administration.
• Strong knowledge of HVAC service workflow and technician support.

Responsibilities

• Schedule and dispatch HVAC technicians based on availability and urgency.
• Assist sales team with proposals and customer service interactions.

Skills

HVAC terminology

Customer service

Multitasking

Organizational skills

Communication

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Scheduling software

Service Titan

Job description

Overview

Big or Small, Willard Handles it All!

Job Summary:

We are looking for a dependable and detail-oriented Sales Dispatcher/Office Administrator with HVAC industry experience to join our team. This dual role is key to keeping our operations running smoothly by coordinating field technicians, supporting the sales team, and managing daily office tasks. The right candidate will be a proactive multitasker with strong customer service skills and a solid understanding of HVAC service operations.

Benefits:

• Medical, Prescription, Dental, Vision Insurance
• Disability and Term Life Insurance
• Matching 401(k)
• Paid Holidays
• Paid Time Off (PTO)

Key Responsibilities:

Dispatching & Scheduling (HVAC Focused):

• Schedule and dispatch HVAC technicians to customer sites based on availability, skillset, and urgency.
• Communicate job details, parts requirements, and customer expectations to field staff.
• Monitor job progress, update schedules as needed, and ensure timely completion of service calls.
• Handle emergency service requests and prioritize calls efficiently.
• Maintain accurate records of technician routes, times, and job statuses using dispatch software.

Sales & Customer Support:

• Assist the sales team with lead follow-ups, proposals, and job estimates.
• Generate and track quotes, service agreements, and customer invoices.
• Maintain customer records in the system and ensure all information is up to date.
• Provide excellent customer service through phone, email, and in-person interactions.

Secondary Responsibilities

Office Administration:

• Answer incoming calls, respond to inquiries, and route calls as needed.
• Process work orders, job tickets, purchase orders, and warranty claims.
• Maintain office supply inventory and manage vendor relationships.
• Support basic accounting functions such as billing, timecard entry, and job costing (if applicable).
• Ensure documentation and compliance for permits, inspections, and licensing.

Requirements:

• 2+ years of experience in HVAC dispatching or office administration in a service-based environment.
• Strong knowledge of HVAC terminology, service workflow, and technician support.
• Proficient in Microsoft Office Suite, scheduling software, and Service Titan.
• Excellent organizational, communication, and multitasking skills.
• Ability to work independently and as part of a team in a fast-paced environment.

Preferred Qualifications:

• Experience with HVAC software platforms, Service Titan.
• Knowledge of local HVAC permitting and inspection processes.
• Bilingual (English/Spanish) a plus.

Work Environment:

• Office-based role with regular hours; occasional extended hours may be required during peak seasons.
• Friendly, team-oriented environment in a growing HVAC company.

Who we are:

We are an Equal Employment Opportunity Employer.

We are a family-owned and operated company with a small business feel but a large business size, growth, and stability. We have hard-working teams that are dedicated to the company's continued success and are well-rewarded for their contributions.

We prioritize our employees and welcome you to the family through ongoing training and unmatched rewards, like full benefits and a matching 401(k). If we sound like a company you want a long-term career with, apply today!

Job Type – Full-Time

Hourly Range - $19.00 to $23.00, depending on experience