Install Coordinator/Permits (55978)

Paycom - ATS; El Cerrito (CA); On-site; USD 30,000 - 39,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

PTO

401(k)

Job summary

Hassler Heating in El Cerrito, CA is seeking a full-time Booking/Dispatch Specialist to convert sold estimates into scheduled installation jobs and keep multi-phase projects moving with ServiceTitan.

You'll build and reconcile invoices, match technicians to calls by skill and location, and manage permits to keep the installation schedule on track. Strong accuracy and multitasking are essential in this fast-paced role, with competitive pay and benefits.

Qualifications

• 2+ years using ServiceTitan or similar trade-service software.
• Ability to build invoices and catch numerical errors before sending.
• Experience handling large multi-phase projects and live dispatch calls.

Responsibilities

• Convert sold estimates into scheduled installation jobs in ServiceTitan.
• Build and reconcile invoices against bookings; spot discrepancies early.
• Provide full-time dispatch coverage, pairing technicians or salespeople by skill, location, urgency.
• Flag scheduling conflicts or scope mismatches before they affect customers.
• Keep ServiceTitan records clean so dispatch, accounting, and field share accurate data.
• Pull and manage required permits, ensuring timely submissions and tracking.
• Communicate with municipalities and teams to resolve delays in permitting.
• Update permit records and approvals to confirm readiness before work proceeds.

Skills

ServiceTitan experience

Invoicing accuracy

Multi-tasking under pressure

Tools

Invoicing software

Dispatch software

Job description

Job Details: Job Location: Hassler Heating - El Cerrito, CA 94530, Position Type: Full Time, Salary Range: $22.00 - $28.00 Hourly, Full-Time

Pay: $24-28/hour | Reports to: Installation Coordinator

Why This Role Matters

A sold estimate isn't complete until it becomes a scheduled crew, a confirmed appointment, and a paid invoice. The Booking Specialist owns that conversion. You'll sit at the center of the pipeline: turning closed sales into live install jobs in ServiceTitan, keeping multi-phase projects moving in the right sequence, and making sure every invoice matches the work that's scheduled. Move fast and stay accurate here, and technicians show up to the right job with the right scope while accounting isn't chasing down mismatched numbers a week later.

What You'll Do

• Convert sold estimates into scheduled installation jobs in ServiceTitan, sequencing multi-phase and large-scale projects so nothing books out of order.
• Build and reconcile invoices against scheduled bookings, catching discrepancies before they turn into AR problems.
• Step into full-time dispatch coverage, matching the right technician or salesperson to each call based on skill, location, and urgency.
• Flag scheduling conflicts, capacity gaps, or scope mismatches to the Installation Coordinator before they become customer-facing issues.
• Keep ServiceTitan job records clean and current so dispatch, accounting, and the field are all working off the same accurate information.
• Pull and manage required permits for installation projects, ensuring applications are submitted accurately and on time, inspections are scheduled, and permits are tracked through final approval and closeout.
• Follow through on the entire permitting process, communicating with municipalities, inspectors, and internal teams to resolve delays, corrections, or missing information before they impact the installation schedule.
• Maintain accurate permit records and status updates in ServiceTitan, ensuring the field team has confirmation that required permits and inspections are in place before work proceeds.

What You'll Bring

Must-Haves

• 2+ years of hands-on ServiceTitan experience, or equivalent experience in a trade/field-service environment (HVAC, plumbing, electrical, etc.)
• Basic accounting skills. You're comfortable building invoices and catching numerical errors before they go out.
• Strong multitasking under pressure. You're running large multi-phase projects and live dispatch calls in the same shift.

Bonus Points

• Background in dispatch, scheduling, or install coordination
• A sharp eye for catching math and scope errors before they cost the company money
• Comfort making fast, sound calls with incomplete information

Our Culture & Benefits

We move fast, and we trust the people closest to the work to make good calls without waiting for permission. You'll work inside a tight, collaborative Operations & Dispatch team where autonomy is expected, not micromanaged. If you see a better way to sequence a booking or catch an error early, you're expected to speak up and act. In return: medical, dental, and vision coverage, PTO, and a 401(k), plus a role where your work is visible, immediate, and directly tied to whether jobs run smoothly.