HVAC Customer Service Representative

West Central Planning & Development District; Minnesota; On-site; USD 36,000 - 48,000; Full time

Job summary

West Central Arkansas Workforce Development Center seeks a dependable HVAC Customer Service Representative/Dispatcher to support the daily operations of the HVAC services team. This role coordinates between customers, technicians and office staff to ensure calls are handled promptly and technicians stay on schedule.

The ideal candidate will have strong communication and organizational skills and be comfortable managing multiple priorities. Work hours are Monday–Friday, 8:00 AM to 5:00 PM.

Qualifications

• Minimum of one year of dispatching experience.
• Experience in HVAC, home services, scheduling or an office environment is preferred.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple calls, jobs, technicians and administrative responsibilities.
• Comfortable working with spreadsheets, email, online systems and other basic office technology.
• Ability to maintain accurate and detailed records.
• Dependable and able to work independently or in a team.

Responsibilities

• Provide professional, courteous, and timely assistance to customers.
• Receive, coordinate and follow up on customer service calls and HVAC calls.
• Dispatch and monitor service technicians to ensure timely arrival at locations.
• Review notes and updates on service calls in Excel.
• Maintain accurate spreadsheets and records for service calls and maintenance agreements.
• Review jobs to identify needed parts and maintain order records for HVAC parts.
• Monitor customer reviews and provide timely responses.
• Follow up on outstanding jobs and required documentation.
• Complete general administrative duties to support daily operations.
• Communicate questions or concerns promptly and seek clarification when needed.

Skills

Dispatching experience

Customer service

Communication skills

Organizational skills

Excel proficiency

Tools

Excel

Job description

Position Summary

Company is seeking a dependable, organized, and customer-focused HVAC Customer Service Representative/Dispatcher to support the daily operations of their HVAC services team. This position serves as an important point of contact between customers, technicians and office staff and is responsible for helping ensure that services calls are handled promptly, technicians stay on schedule, and accurate records are maintained.

The ideal candidate will have strong communication and organizational skills and be comfortable managing multiple priorities. The position is Monday-Friday from 8:00 AM to 5:00 PM.

Qualified individuals will receive an email asking them to fill out an application.

Key Responsibilities;

• Provide professional, courteous, and timely assistance to customers.
• Receive, coordinate and follow up on customer service calls and HVAC calls.
• Dispatch and monitor service technicians to help ensure they arrive at their assigned locations as scheduled.
• Review preview service calls and jobs to ensure notes, updates, and other required information have been properly documented on excel sheet.
• Maintain accurate spreadsheets and records for service calls, jobs, maintenance agreements, and other office activities.
• Review completed/upcoming jobs to identify parts or materials that need to be ordered. Will order necessary HVAC parts and maintain records of orders.
• Review Google calls and customer reviews. Will provide timely, professional responses to reviews.
• Follow up on outstanding jobs, customer needs, technician notes, and required documentation.
• Complete general administrative and office duties necessary to support daily operations.
• Communicate questions or concerns promptly and ask for clarification when instructions or expectations are unclear.

Qualifications

• Minimum of one year of dispatching experience is required.
• Previous experience in HVAC, home services, customer services, scheduling or an office environment is preferred.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple calls, jobs, technicians and administrative responsibilities.
• Comfortable working with spreadsheet, email, online systems and other basic office technology.
• Ability to maintain accurate and detailed records.
• Dependable and able to work effectively both independently and as part of a team.

About the West Central Arkansas Workforce Development Area

The West Central Arkansas Workforce Development Centers specialize in recruiting and placing skilled professionals in a variety of industries on behalf of employers in Central Arkansas. We help people find jobs and provide workforce solutions to businesses.

WCAPDD/Arkansas Workforce Center is an “equal opportunity employer/program,” and “auxiliary aids and services are available upon request to individuals with disabilities.” Arkansas Relay Service: 1-800-285-1121 (Voice) 1-800-285-1131 (TDD) or TDD 711.