Office Coordinator

Thermal Concepts; Jacksonville (FL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Paid vacation and holidays

401(k) with company match

Job summary

Thermal Concepts, LLC is seeking an Office Coordinator / Dispatcher in Jacksonville, FL to manage daily office operations, greet visitors, handle communications, and support scheduling and dispatching for HVAC service technicians. The role requires strong organization, multitasking, and customer service skills.

You will coordinate with technicians and management to ensure timely service, maintain records, and assist with permitting and compliance tasks.

Qualifications

• High school diploma required; Associate degree in Business Administration preferred.
• Minimum of 2 years in office administration, coordination, receptionist, customer service, dispatch, or permitting.
• Experience with dispatching, scheduling, or permitting in HVAC or related industries is a plus.
• Familiarity with municipal permitting processes and inspection scheduling is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent communication skills; organized, proactive and customer-focused.

Responsibilities

• Office Administration & Coordination: Manage daily office operations, greet visitors, handle correspondence, maintain records, coordinates supplies and logistics.
• Dispatch & Scheduling: Schedule and dispatch service technicians, communicate with customers about appointments and timelines, monitor schedules, coordinate permits and documentation.

Skills

Strong communication

Organizational skills

Multitasking

Problem solving

Customer service

Education

High school diploma

Associate degree in Business Admin

Tools

Microsoft Office

CRM systems

Scheduling software

Permitting portals

Job description

Position Description

We appreciate your interest in working with Thermal Concepts, LLC. If you have any questions or encounter issues during the application process, please contact our HR department at [e-mail] or 954-472-4465.

About Us

Thermal Concepts , provides high-quality HVAC services to commercial clients across the region. Our team specializes in the installation, maintenance, and repair of heating, ventilation, air conditioning, and refrigeration systems. We are committed to safety, efficiency, and customer satisfaction - and we're seeking a highly organized and proactive Office Coordinator / Dispatcher to support daily office operations while assisting with scheduling and dispatch coordination.

What you'll get

• Competitive pay based on experience and certifications
• Excellent Medical, Dental, and Vision insurance
• Paid vacation and paid Federal holidays
• 401(k) with company match
• Strong career growth opportunities within the Thermal Concepts family of companies
• And more.

Position Requirements

What you'll do

Office Administration & Coordination

• Manage daily office operations and maintain an organized, professional work environment.
• Greet visitors, answer calls, handle correspondence, and assist customers and vendors.
• Maintain office supplies, records, filing systems, spreadsheets, and administrative documentation.
• Coordinate office maintenance, vendors, meetings, travel, and other office logistics.
• Track office expenses and provide administrative support to senior leadership.

Dispatch & Scheduling

• Schedule and dispatch service technicians based on customer needs, technician availability, and job priority.
• Communicate with customers regarding appointments, scheduling updates, and service timelines.
• Monitor technician schedules and adjust routes or appointments as needed.
• Coordinate emergency and priority service calls.
• Maintain accurate dispatch logs, service records, and customer information.
• Work closely with technicians and management to ensure smooth daily operations.
• Coordinate permit applications, submissions, approvals, renewals, and closeouts for HVAC and mechanical projects.
• Gather required documentation and communicate with municipalities, permitting offices, and inspectors.
• Track permit status, inspection schedules, and deadlines.
• Maintain accurate permitting records and follow up on outstanding requirements or corrections.

What we're looking for

• High school diploma or equivalent required; Associate degree in Business Administration or related field preferred.
• Minimum of 2 years of office administration, office coordination, receptionist, customer service, dispatch, or permitting experience preferred.
• Prior dispatching, scheduling, or permitting experience in HVAC, service, construction, or related industries is a plus.
• Familiarity with municipal permitting processes, inspection scheduling, and regulatory documentation is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational, multitasking, and problem-solving skills.
• Excellent verbal and written communication skills.
• Professional, dependable, and customer-focused attitude.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Experience with scheduling software, CRM systems, dispatch platforms, or permitting portals is a plus.

Equal Opportunity Employer

Thermal Concepts, LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

For additional resources please reach out to our HR department at 954-472-4465.