Office Manager

Palo Alto Plumbing Heating and Air; Palo Alto (CA); On-site; USD 34,000 - 55,000; Part time

Job summary

Palo Alto Plumbing Heating & Air is seeking a dependable Dispatcher / Office Manager to join our team in Palo Alto, CA. This part-time, on-site role coordinates service calls, manages technician schedules, and supports both field and office staff while delivering exceptional customer service.

The right candidate will thrive in a fast-paced service environment, juggle multiple priorities, and remain calm under pressure as schedules change.

Qualifications

• Exceptional communication and customer service skills.
• Strong organizational and time-management skills.
• Ability to multitask and prioritize in a fast-paced, on-demand environment.
• Comfortable answering phones and communicating with a variety of customers.
• Proficient with computers, Microsoft Office, email, and scheduling software.

Responsibilities

• Answer incoming phone calls and assist customers in a friendly, professional manner.
• Schedule plumbing and HVAC service calls.
• Dispatch technicians and coordinate daily schedules.
• Communicate with technicians regarding job status and schedule changes.
• Keep customers updated regarding appointments and technician arrival times.
• Prioritize emergency and time-sensitive service calls.
• Maintain accurate customer, job, and service records.
• Enter and update information in scheduling and office software.
• Assist with invoices, paperwork, filing, and general office organization.
• Follow up with customers as needed.
• Help maintain an efficient and organized office.
• Communicate between customers, technicians, management, and other staff.
• Assist with other administrative and office management duties.

Skills

Communication

Multitasking

Scheduling

Office software

Customer service

Tools

MS Office

Scheduling software

Job description

Palo Alto Plumbing Heating & Air is looking for a dependable, organized, and customer-focused Dispatcher / Office Manager to join our team.

This position plays an important role in keeping our day-to-day operations running smoothly. You will coordinate service calls, manage technician schedules, communicate with customers, and help support our field and office teams.

We are looking for someone who is comfortable working in a fast-paced service environment, can confidently juggle multiple priorities, and understands that schedules can change quickly in the plumbing and HVAC industry.

Responsibilities

Dispatcher / Office Manager — Part-Time

Palo Alto Plumbing Heating & Air

Location: Palo Alto, CA

Position: Part-Time, On-Site

Contact: [e-mail]

Responsibilities

• Answer incoming phone calls and assist customers in a friendly, professional manner
• Schedule plumbing and HVAC service calls
• Dispatch technicians and coordinate daily schedules
• Communicate with technicians throughout the day regarding job status, schedule changes, and customer needs
• Keep customers updated regarding appointments and technician arrival times
• Prioritize emergency and time-sensitive service calls
• Maintain accurate customer, job, and service records
• Enter and update information in scheduling and office software
• Assist with invoices, paperwork, filing, and general office organization
• Follow up with customers as needed
• Help maintain an efficient and organized office
• Communicate effectively between customers, technicians, management, and other office staff
• Assist with other administrative and office management duties as needed

Qualifications

• Exceptional communication and customer service skills
• Strong organizational and time-management skills
• Ability to multitask and prioritize in a fast-paced, on-demand environment
• Comfortable answering phones and communicating with a variety of customers
• Proficient with computers, Microsoft Office, email, and scheduling software
• Experience with dispatching, scheduling, customer service, or office administration preferred
• Plumbing, HVAC, or home-service industry experience is a plus
• Dependable, punctual, and detail-oriented
• Positive attitude and team-player mentality
• Ability to remain calm and professional when handling emergencies or schedule changes

What We're Looking For

The right person for this position is someone who takes initiative, communicates well, stays organized, and isn't easily overwhelmed when things get busy. Our office works closely as a team, so reliability, flexibility, and a willingness to jump in wherever needed are important.

If you enjoy working with people, solving problems, organizing schedules, and helping a busy service company stay on track, we'd love to hear from you.

We offer Competitive pay, Fastrak, 401K with discretionary matching.