HVACR Service Admin assistant

Carolinas Collision Association; United States; Hybrid; USD 25,000 - 30,000; Full time

Benefits offered by this job

Free food & snacks

Home office stipend

Health insurance

Job summary

Straight Cool Mechanical services is seeking an Administrative Assistant to support scheduling, dispatch, billing, and customer communication for our San Antonio, TX operations. This full-time role focuses on coordinating service calls, assisting technicians, and maintaining accurate records to keep daily office operations running smoothly.

Key duties include handling work orders, invoicing, and maintaining service agreements while providing excellent customer service.

Qualifications

• Strong organizational and multitasking abilities are required.
• Excellent phone and written communication skills are essential.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work efficiently in a fast-paced environment.
• Reliable and professional with attention to detail.
• Experience in HVAC, dispatching, or service-based industries is a plus.

Responsibilities

• Schedule and dispatch HVAC service technicians efficiently.
• Monitor progress and adjust schedules as needed.
• Communicate job details clearly to field staff.
• Answer incoming calls and schedule appointments.
• Follow up with customers on status and completion.
• Maintain accurate customer records and work orders.
• Create and process work orders and assist with invoicing.
• Order parts and coordinate deliveries.

Skills

Organizational skills

Multitasking

Phone communication

MS Office proficiency

Adaptability in fast-paced environment

Professionalism

Education

High school diploma or equivalent

Tools

ServiceTitan

Housecall Pro

Microsoft Office

Job description

Future Opening: HVACR Service Admin assistant

• Free food & snacks
• Home office stipend
• Health insurance

Dispatcher / Administrative Assistant

Location: San Anotnio, TX

Company: Straight Cool Mechanical services

Employment Type: Full-Time

We are a growing commercial HVAC company based in San Antonio, TX, specializing in service, repairs, and maintenance for commercial and industrial clients. We pride ourselves on professionalism, responsiveness, and strong customer relationships. We’re looking for a highly organized, detail-oriented Administrative Assistant to help keep our operations running smoothly.

The Administrative Assistant plays a key role in coordinating service calls, supporting technicians in the field, and ensuring excellent customer communication. This person will manage scheduling, handle inbound calls, assist with billing and paperwork, and support daily office operations.

Dispatching & Scheduling

• Schedule and dispatch HVAC service technicians efficiently
• Monitor technician progress and adjust schedules as needed
• Communicate job details clearly to field staff

Customer Communication

• Answer incoming calls professionally and courteously
• Schedule service appointments
• Follow up with customers on job status and completion
• Maintain accurate customer records

Administrative Support

• 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 documents (digital and physical)

Qualifications

Required

• 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

Preferred

• Experience in HVAC, construction, or service-based industries
• Dispatching experience
• Familiarity with service management software (e.g., ServiceTitan, Housecall Pro, or similar)

What We Offer

• Competitive pay (based on experience)
• Stable, full-time position
• Supportive team environment
• Opportunity to grow with a growing commercial HVAC company

Flexible work from home options available.

Compensation: $18.00 - $22.00 per hour