Office Coordinator

Viewpoint, Inc.; Linthicum (MD); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Competitive pay based on experience

Medical, Dental, and Vision insurance

Paid vacation and Federal holidays

401(k) with company match

Career growth opportunities

Job summary

Thermal Concepts, LLC is seeking an Office Coordinator / Dispatcher to support daily office operations and coordinate dispatch for service technicians. The ideal candidate will handle reception, communications, and administrative tasks while ensuring efficient scheduling and routing for field technicians.

You will work closely with management to maintain accurate records, manage supplies, and support logistics for daily operations in a fast-paced HVAC environment.

Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational and multitasking abilities required.
• Excellent verbal and written communication skills needed.
• Prior dispatch or scheduling experience in HVAC/field service preferred.

Responsibilities

• Manage daily office operations to keep a professional, efficient environment.
• Greet visitors and assist customers and vendors professionally.
• Answer calls, route messages, and respond to inquiries.
• Handle mail, deliveries, and office correspondence; track inventory.
• Order and maintain office supplies and monitor expenses.
• Coordinate meetings, travel, and office events.
• Provide support to senior leadership.

Skills

MS Office

Organizational skills

Multitasking

Communication skills

Customer service

Education

High school diploma

Associate degree in Business Administration

Tools

Scheduling software

CRM systems

Dispatch platforms

Job description

Position Description

About Us

Thermal Concepts, LLC , 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 to ensure an organized, professional, and efficient work environment.
• Greet and assist visitors, customers, and vendors in a courteous and professional manner.
• Answer incoming phone calls, route calls appropriately, take messages, and respond to inquiries.
• Handle incoming and outgoing mail, deliveries, and office correspondence.
• Order and maintain office supplies and track inventory levels.
• Coordinate office maintenance, repairs, cleaning services, and vendor relationships.
• Assist with office renovations, equipment setup, and workspace organization as needed.
• Manage office keys, alarm systems, and general office security procedures.
• Maintain filing systems, spreadsheets, records, and company documentation.
• Track office-related expenses and maintain accurate administrative records.
• Coordinate meetings, office events, travel arrangements, and other logistics.
• Provide support to senior leadership

Dispatch & Scheduling

• Schedule and dispatch service technicians efficiently 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 throughout the day.
• Coordinate emergency or priority service calls in a timely manner.
• Maintain accurate dispatch logs, service records, and customer information.
• Work closely with field technicians and management to ensure smooth daily operations.
• Follow up with customers regarding service completion and outstanding scheduling needs.

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, or dispatch experience preferred.
• Prior dispatching or scheduling experience in HVAC, service, construction, or related industries is a plus.
• 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, or dispatch platforms 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.