HVAC Dispatcher

Kelso Building Services; Ogden (UT); On-site; USD 25,000 - 29,000; Full time

Job summary

Kelso Building Services is seeking an organized office coordinator to support daily service activities and coordinate schedules for customers and technicians.

You will act as the liaison between customers, dispatch, and field teams, ensuring clear communication from initial request to job completion and maintaining accurate records.

Qualifications

• Prior office coordination or customer service experience.
• Ability to handle multiple tasks and deadlines.
• Strong communication with customers, vendors and teams.
• Proficient with Office apps, scheduling tools, and CRMs.
• Experience in service-based industries is a plus.

Responsibilities

• Coordinate scheduling for service calls and adjust as workloads change.
• Answer inquiries and provide updates to customers on timelines.
• Support field teams by relaying information between office and technicians.
• Maintain customer profiles and document service activity in systems.
• Track open service requests and follow up for timely completion.
• Handle schedule changes and urgent requests professionally.
• Prepare reports and assist with administrative projects.
• Collaborate with supervisors to improve efficiency and customer satisfaction.

Skills

Scheduling

Customer service

Dispatch support

Office coordination

Multitasking

Tools

Microsoft Office

Scheduling platforms

CRM systems

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 escalated.
• Demonstrates strong attention to detail and accuracy.
• Builds positive working relationships with customers and teammates.
• Maintains a dependable, service-oriented mindset each day.