HVACR Service Admin Assistant

Jobtailor; San Antonio (TX); On-site; USD 40,000 - 54,000; Full time

Job summary

Jobtailor in San Antonio, TX is seeking an organized dispatcher/office administrator to schedule and dispatch HVAC technicians, manage customer communications, and maintain records. The role involves coordinating field activities, prioritizing emergencies, and supporting invoicing and order processing in a fast-paced service environment.

Ideal candidates will have HVAC or service-industry experience, MS Office proficiency, and familiarity with ServiceTitan or Housecall Pro.

Qualifications

• Strong organizational and multitasking skills.
• Excellent phone and communication abilities.
• Proficient in Microsoft Word, Excel, Outlook.
• Experience in HVAC, construction, or service industries preferred.
• Dispatching experience preferred.
• Legally authorized to work in the US.

Responsibilities

• Schedule and dispatch HVAC service technicians efficiently.
• Monitor technician progress and adjust schedules as needed.
• Communicate job details clearly to field staff.
• Prioritize emergency service calls appropriately.
• Answer incoming calls professionally and courteously.
• Schedule service appointments.
• Follow up with customers on job status and completion.
• Maintain accurate customer records.
• Create and process work orders.
• Assist with invoicing and basic billing tasks.
• Maintain service agreements and maintenance schedules.
• Order parts and coordinate deliveries.
• File and organize digital and physical documents.
• Support daily office operations and field technicians.

Skills

Strong organizational skills

Excellent communication

Microsoft Office proficiency

Ability to multitask

Professional and dependable

HVAC/service industry experience

Dispatching experience

ServiceTitan familiarity

Housecall Pro familiarity

US work authorization

Tools

ServiceTitan

Housecall Pro

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

• Schedule and dispatch HVAC service technicians efficiently
• Monitor technician progress and adjust schedules as needed
• Communicate job details clearly to field staff
• Prioritize emergency service calls appropriately
• Answer incoming calls professionally and courteously
• Schedule service appointments
• Follow up with customers on job status and completion
• Maintain accurate customer records
• Create and process work orders
• Assist with invoicing and basic billing tasks
• Maintain service agreements and maintenance schedules
• Order parts and coordinate deliveries
• File and organize digital and physical documents
• Support daily office operations and field technicians

Requirements

• Strong organizational and multitasking skills
• Excellent phone and communication skills
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Ability to work in a fast-paced environment
• Professional and dependable
• Experience in HVAC, construction, or service-based industries preferred
• Dispatching experience preferred
• Familiarity with service management software (e.g., ServiceTitan, Housecall Pro, or similar) preferred
• Legally authorized to work in the US

Core Competencies

Demonstrates strong organizational and multitasking abilities while efficiently scheduling and dispatching HVAC service technicians. Proficient in communication and customer service, ensuring accurate record-keeping and effective coordination of service operations.

Highest-signal resume keywords

• HVAC Experience
• Dispatching Experience
• Service Management Software Familiarity
• Microsoft Office Proficiency
• Strong Organizational Skills

Soft Skills

• Excellent Phone Skills
• Communication Skills
• Professionalism
• Dependability

Industry Keywords

• HVAC
• Service-Based Industries
• Construction
• Customer Records
• Work Orders
• Invoicing
• Maintenance Schedules

Tools & Technologies

• ServiceTitan
• Housecall Pro
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook