HVAC Dispatch & Office Coordinator

Call The Bee; Leffingwell (CT); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401K match

Paid time off

Job summary

Call The Bee in Connecticut is seeking a Dispatcher / Office Administrator to keep HVAC service operations running smoothly. You will coordinate daily technician schedules, manage customer communication, and support office workflows with professionalism.

The role requires strong multitasking, excellent communication, and a team-oriented attitude. Experience with Service Titan is a plus; weekend/on-call availability and a solid understanding of customer service are expected.

Qualifications

• Experience in dispatching, scheduling, or office administration (HVAC or home services strongly preferred).
• Strong multitasking and time-management skills.
• Excellent communication and customer service abilities.
• Comfortable working in a fast-paced environment with shifting priorities.
• Proficiency with scheduling or CRM software is a plus.

Responsibilities

• Coordinate and dispatch HVAC technicians for service, maintenance, and installation appointments.
• Optimize daily schedules to maximize productivity.
• Monitor job progress and adjust schedules in real time as needed.
• Communicate job details, parts needs, and customer notes to technicians.
• Schedule follow-up appointments and ensure all work is properly completed and closed out.
• Answer inbound calls, emails, and messages from customers regarding service requests and scheduling.
• Provide clear, friendly, and professional communication at all times.
• Follow up with customers regarding appointment reminders, service updates, and post-service satisfaction.
• Handle urgent or emergency HVAC service requests with prioritization.
• Address and resolve customer concerns and complaints in a professional, solutions-focused manner.
• Process invoices, collect payments, and assist with billing questions.
• Register installed equipment with manufacturers and provide warranty documentation.

Skills

Multitasking

Time management

Communication

Customer service

Team oriented

Calm under pressure

Tools

Service Titan

Job description

Call The Bee in Connecticut is seeking a Dispatcher / Office Administrator to keep HVAC service operations running smoothly. You will coordinate daily technician schedules, manage customer communication, and support office workflows with professionalism.

The role requires strong multitasking, excellent communication, and a team-oriented attitude. Experience with Service Titan is a plus; weekend/on-call availability and a solid understanding of customer service are expected.