HVAC Service Dispatch & Admin Coordinator

Mesa Energy Systems, Inc.; Las Vegas (NV); On-site; USD 42,000 - 60,000; Full time

Job summary

Mesa Energy Systems, Inc. is seeking a detail‑oriented Dispatch Coordinator to manage technician schedules, handle service calls, and act as a primary liaison for customers and internal teams.

The role emphasizes accurate communication, timely updates, and efficient routing of field work. You will monitor the dispatch board, schedule daily field activities, process quotes, and ensure parts and equipment are ordered for approved work.

Qualifications

• 1+ years’ work-related experience in an Operations and Service environment.
• HVAC/Facilities experience or Controls Automation is preferred.
• Strong customer service skills.
• Knowledge of Microsoft Office.
• Use of office equipment.
• Knowledge of the Coins booking system is a plus.

Responsibilities

• Customer Service / Taking service calls from customers via telephone and e-mail.
• Managing service calls from receipt to billing.
• Check "incomplete" calls and update status in internal work order notes. Notify managers of any situations that require follow-up.
• Accurate review of all previous day field visits before billing to ensure proper language and spelling.
• Continuously manage the dispatch board throughout the day. Check all open calls and dispatch accordingly.
• Daily scheduling and dispatching for field technicians.
• Complete customer and coworker requests.
• Process quotes from the service technicians and send them to the customer daily.
• Call the customer to confirm that they received the quotes and answer any questions.
• Schedule any approved work and order parts as needed to get work done.
• Work with the construction foreman to type quotes for unit replacement or new installation.
• Set up and scheduled jobs for the construction department and ordered the material.
• Make a work-in-progress report on all projects that is reviewed weekly by management.
• Track and ensure that all PM Service contracts are renewed on time every month by the sales department and management.
• Oversee shipping and receiving. Fill out a receiving label with the job name, job number, date, PO number, and contact name. Verify that we receive the parts that are on the packing slip.
• Check off the received items and highlight the back-ordered items. Put a copy of the packing slip in the box with the parts. Give the person who requested the parts a copy of the packing slip.
• File a copy in the job file. Update the receiving log by writing in the PO number, the part description, the vendor, the job name, and the job number.
• Other duties as needed.

Skills

Strong customer service skills

Microsoft Office

Use of office equipment

HVAC/Facilities experience or Controls

Operations & Service experience

Education

High School diploma or equivalent

Tools

Coins booking system

Job description

Mesa Energy Systems, Inc. is seeking a detail‑oriented Dispatch Coordinator to manage technician schedules, handle service calls, and act as a primary liaison for customers and internal teams.

The role emphasizes accurate communication, timely updates, and efficient routing of field work. You will monitor the dispatch board, schedule daily field activities, process quotes, and ensure parts and equipment are ordered for approved work.