HVAC Service Dispatcher & Admin Specialist

Smart Care; United States; Remote; USD 36,000 - 48,000; Full time

Job summary

Smart Care is seeking an organized Administrative Assistant to support daily office operations for a fast-paced HVAC/R service team. You will handle dispatch coordination, data entry, and service portal management to ensure timely service delivery.

The role requires 1–3 years in admin within HVAC or field service, experience with ServiceTitan or Housecall Pro, and strong Excel skills. Strong communication and multitasking help you thrive in a service-driven environment.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 1–3 years of administrative experience in HVAC, construction, field service, or similar industry preferred.
• Dispatching or service scheduling experience strongly preferred.
• Familiarity with HVAC/R terminology, service workflows, and urgency prioritization is a plus.
• Experience with service management software and web-based client portals.
• Working knowledge of timekeeping/payroll support processes.
• Proficiency in Microsoft Office (Excel, Outlook).
• Strong communication skills coordinating between field and office teams.
• Excellent multitasking, problem-solving, and organizational skills.
• Ability to work under pressure and adapt to changing priorities.

Responsibilities

• Provide general administrative support including answering phones, responding to emails, filing, and data entry.
• Support primary dispatchers with scheduling and coordinating HVAC/R service calls, maintenance visits, and emergency dispatches.
• Serve as a point of contact between customers, technicians, and internal teams to ensure timely service delivery.
• Enter and maintain service requests, work orders, and job status updates in company systems and customer portals.
• Manage and update vendor/client portals for work order entry, tracking, and documentation compliance.
• Assist with timekeeping activities, including tracking technician hours, reviewing timesheets, and resolving discrepancies.
• Verify job completion details, labor hours, and notes for accuracy before processing.
• Support invoicing preparation by ensuring work orders and time entries are complete and accurate.
• Maintain organized service records, maintenance agreements, and customer files.
• Assist with parts ordering coordination and follow-up as needed.
• Generate reports on service activity, technician productivity, and open work orders.

Skills

Administrative support

Dispatching

Data entry

Service management software

Microsoft Excel

Timekeeping

Customer service

Communication

Education

High school diploma or equivalent

Associate’s degree preferred

Tools

ServiceTitan

Housecall Pro

Job description

Smart Care is seeking an organized Administrative Assistant to support daily office operations for a fast-paced HVAC/R service team. You will handle dispatch coordination, data entry, and service portal management to ensure timely service delivery.

The role requires 1–3 years in admin within HVAC or field service, experience with ServiceTitan or Housecall Pro, and strong Excel skills. Strong communication and multitasking help you thrive in a service-driven environment.