HVAC Dispatcher

Kelso Building Services; Lithia Springs (GA); On-site; USD 25,000 - 29,000; Full time

Job summary

Kelso Building Services in Lithia Springs, GA is seeking an office coordinator to support daily service activities, coordinate schedules, and ensure clear communication from initial request to job completion.

The role requires strong organization, multitasking, and a professional demeanor when dealing with customers and field technicians. Proficiency in Microsoft Office and scheduling/CRM tools is preferred, with experience in service-based operations a plus.

Qualifications

• Prior experience in office coordination, dispatch support, or customer service roles.
• Strong communication and professional demeanor when interacting with customers and field teams.
• Excellent planning and organizational abilities to manage multiple tasks and deadlines.
• Familiarity with CRM systems and scheduling platforms is preferred.
• Proficiency with the Microsoft Office suite.

Responsibilities

• Arrange appointments and assign service calls based on workload and priorities.
• Coordinate information between office staff and technicians to ensure smooth job execution.
• Update customer profiles and document service activity in company systems.
• Monitor open service requests and follow up to support timely completion.
• Prepare reports and documentation to support operational workflows.
• Collaborate with supervisors and teammates to improve efficiency and customer satisfaction.

Skills

Office coordination

Customer service

Planning & organization

CRM systems

Scheduling platforms

Job description

Join our operations team in a key office-based role that supports daily service activities and helps maintain a seamless experience for customers and technicians. This position is responsible for coordinating schedules, managing service workflows, and ensuring communication remains clear from initial request through job completion. If you enjoy staying organized, multitasking, and working with both customers and field personnel, this opportunity may be a great fit.

Compensation: $18-$21 per hour, depending on qualifications and relevant experience.

Key Duties

• Manage Scheduling Activities: Arrange appointments, assign service calls, and adjust schedules based on changing workloads and priorities.
• Serve as Customer Liaison: Answer inquiries, provide updates on service timelines, and assist customers with appointment-related questions.
• Support Field Teams: Coordinate information between office staff and technicians to ensure successful job execution.
• Maintain Operational Records: Update customer profiles, document service activity, and ensure information is entered accurately into company systems.
• Monitor Work Progress: Track open service requests and follow up to help ensure timely completion.
• Resolve Daily Challenges: Assist with schedule changes, urgent requests, and customer concerns while maintaining a high level of professionalism.
• Prepare Reports and Documentation: Compile operational information, assist with administrative projects, and support office workflow requirements.
• Contribute to Team Goals: Collaborate with supervisors and coworkers to improve efficiency and customer satisfaction.

Desired Background

• Relevant Experience: Prior experience in office coordination, customer service, call center operations, dispatch support, or administrative functions is preferred.
• Communication Ability: Comfortable interacting with customers, vendors, and internal teams in a professional manner.
• Planning & Organization: Strong ability to manage multiple responsibilities while meeting deadlines.
• Computer Skills: Experience working with Microsoft Office products, scheduling platforms, CRM systems, or similar software tools.
• Related Industry Exposure: Familiarity with service-based businesses, skilled trades, facilities services, or maintenance operations is helpful but not required.

Success In This Role

• Remains calm and organized while balancing competing priorities.
• Takes initiative to identify solutions before issues escalates.
• Demonstrates strong attention to detail and accuracy.
• Builds positive working relationships with customers and teammates.
• Maintains a dependable, service-oriented mindset each day.