HVAC Dispatch & Operations Coordinator

Valley Wide Co-op; Northern (KY); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Valley Wide Cooperative is seeking an Energy HVAC Dispatch Coordinator to provide dispatching, scheduling, and administrative support for HVAC personnel. You will answer calls, gather service information, and direct requests to the appropriate staff while maintaining accurate records in the HVAC software platform.

You will coordinate service calls, manage daily schedules, and serve as the HVAC software subject matter expert.

Qualifications

• High school diploma or equivalent required.
• Experience in HVAC, dispatching, scheduling, customer service, or a related field preferred but not required.
• Experience implementing, supporting, or training others on business software systems preferred but not required.
• Must maintain appropriate and expected levels of customer service.
• Proficient with computers and able to develop proficiency in Microsoft Office applications, the HVAC software platform, and other business systems.

Responsibilities

• Provide primary dispatching, scheduling, and administrative support for the Quigley team and Magic Valley HVAC personnel.
• Answer incoming telephone calls, respond to customer inquiries, gather service information, and direct calls or requests to the appropriate employee.
• Schedule and dispatch HVAC service calls, maintenance appointments, installations, and other field work based on customer needs, technician availability, location, and operational priorities.
• Maintain regular, professional communication with customers, technicians, field personnel, supervisors, and other departments regarding schedules, work status, delays, changes, and follow-up needs.
• Monitor daily schedules and revise assignments as needed to support timely service, efficient routing, and effective use of field resources.
• Create, update, and maintain accurate customer records, work orders, service histories, technician notes, schedules, and related documentation in the HVAC software platform.
• Serve as the organizational subject matter expert for the HVAC software platform.
• Support software implementation, testing, configuration, data accuracy, workflow development, and adoption in partnership with operational leadership and other stakeholders.
• Provide user training, day-to-day support, troubleshooting, and guidance on software processes and best practices.
• Assist additional Valley Wide locations as the HVAC software platform expands across the organization.
• Identify recurring system or workflow issues, document concerns, and help coordinate solutions or process improvements with leadership, users, and the software vendor, as appropriate.
• Prepare and maintain reports, schedules, service documentation, and other operational information as assigned.
• Perform administrative support duties similar to other administrative assistant positions, including greeting and assisting customers, data entry, filing, document preparation, and general office support.
• Support work order processing, invoicing documentation, purchase or parts information, and other HVAC administrative processes as assigned.
• Maintain confidentiality of employee, customer, and company information.
• Performs other related duties as assigned.

Skills

HVAC knowledge

Dispatching

Scheduling

Customer service

Office administration

Software proficiency

Education

High school diploma or equivalent

Tools

HVAC software platform

Job description

Valley Wide Cooperative is seeking an Energy HVAC Dispatch Coordinator to provide dispatching, scheduling, and administrative support for HVAC personnel. You will answer calls, gather service information, and direct requests to the appropriate staff while maintaining accurate records in the HVAC software platform.

You will coordinate service calls, manage daily schedules, and serve as the HVAC software subject matter expert.