Service Dispatcher

Air Systems, Inc.; San Jose (CA); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Health coverage

Generous paid time off

On-site employee gym

Flexible work environment

Job summary

Air Systems, Inc. is looking for a Service Dispatcher responsible for managing HVAC service operations, including technician scheduling and work order management.

The successful candidate will ensure timely communication with technicians and customers, impacting overall efficiency and service quality. This role requires strong customer service skills, attention to detail, and the ability to manage multiple priorities.

Qualifications

• High School Diploma or GED Required.
• Exceptional customer service and communication skills.
• Ability to coordinate effectively with technicians and customers.
• Strong attention to detail in scheduling and documentation.
• Comfortable learning new software programs.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Build and maintain technician schedules according to priorities.
• Dispatch technicians using software, phone, and email.
• Create and close work orders with accurate details.
• Serve as the primary point of contact for service calls.
• Communicate with technicians about job status and changes.

Skills

Exceptional customer service

Effective communication

Scheduling and dispatch

Attention to detail

Microsoft Excel

Microsoft Word

Multi-tasking

Education

High School Diploma or GED

Tools

Dispatch software

Service management software

Job description

About Us

We offer complete, single-source facility solutions. Our offerings include commercial MEP solutions, sheet metal construction, preventive maintenance and service, building automation, energy management, and more.

Job Summary

Air Systems, Inc. is seeking a Service Dispatcher that is responsible for coordinating daily HVAC service operations, including scheduling technicians, managing work orders, and ensuring timely communication with customers and field. This role directly impacts technician utilization, response times, and the accuracy of billing and payroll.

#airsys

Essential Duties & Responsibilities

Technician Scheduling & Dispatch

• Build and maintain daily and weekly technician schedules based on priority, geography, and skillset
• Dispatch technicians to service calls using dispatch software, phone, and email
• Adjust schedules in real-time to account for emergencies, delays, and cancellations
• Ensure technicians have complete job information, site contacts, and necessary materials before arrival

Work Order Management & Documentation

• Create, update, and close work orders with accurate labor hours, job notes, and billing details
• Verify technician time entries daily to support payroll and billing accuracy
• Ensure all required documentation is complete before closing work orders
• Maintain accurate records of service calls, customer requests, and contract work

Customer Communication

• Serve as the primary point of contact for incoming service calls and scheduling requests
• Provide customers with clear updates on technician arrival times, delays, and job status
• Respond to customer inquiries and service issues with timely follow-up

Field Coordination & Support

• Communicate continuously with technicians regarding job status, schedule changes, and priorities
• Coordinate with Purchasing to ensure materials and equipment are available ahead of scheduled work
• Help resolve scheduling conflicts and field issues that impact job completion
• Escalate service delays or customer concerns to management as needed

Operational Support

• Support service operations with administrative tasks including filing, reporting, and data entry
• Assist Service Team Manager with project coordination and internal initiatives as needed
• Maintain organization of service records and documentation for both service and retrofit departments

Role Requirements

• Ability to work extended hours and overtime during peak service periods
• Strong attention to detail in scheduling, documentation, and work order management
• Ability to coordinate effectively with technicians, customers and internal teams
• Maintain professionalism in all customer and team interactions
• Perform other duties and responsibilities as assigned

Performance Expectations (Key Metrics)

The Dispatcher is expected to meet the following standards:

• Response Time: Incoming service calls answered or returned within defined SLA (e.g., same day or within 1 hour for urgent requests)
• Schedule Efficiency: Maintain high technician utilization with minimal downtime between calls
• Work Order Accuracy: Complete and accurate work order closure with minimal billing or payroll corrections
• On-Time Dispatching: Technicians dispatched on schedule with minimal delays
• Customer Communication: Professional, proactive updates provided for schedule changes or delays
• Data Accuracy: Work orders, customer information and service records consistently maintained without errors

Qualifications

Required Qualifications

• High School Diploma or GED Required
• Exceptional customer service
• The aptitude to connect with and gain respect of field personnel to obtain direct answers in difficult situations
• Excellent oral and written communication
• Comfortable with learning new software programs
• Ability to manage multiple priorities in a fast-paced environment
• Strong communication skills with both customers and field personnel
• Proficiency in Microsoft Excel and Word

Preferred Qualifications

• Strong working knowledge of service workflows (work orders, scheduling, technician dispatch)
• HVAC industry experience (dispatching, technical support, or field experience)
• Familiarity with HVAC systems, parts, and service processes
• Experience with dispatching or service management software (e.g., Corrigo or similar)
• Experience supporting maintenance agreements and recurring service contracts

Benefits

• Comprehensive health coverage (medical, dental, vision, prescription).
• Telehealth access and HSA/FSA options.
• Employer-paid Life, Accident, and Disability Insurance: 1.5 times your salary.
• Generous paid time off, with increases each year + 10 paid holidays.
• On-site employee gym and EV plugs and/or bike commuter benefits.
• Opportunities for professional growth through educational assistance and career development programs.
• A flexible work environment and culture that prioritizes team collaboration, work-life balance, and personal well-being.

Why Air Systems?

At Air Systems, we believe in fostering an environment of growth, integrity, and respect. We take pride in being an employer that values safety, teamwork, and a commitment to excellence. OurStandards of Successreflect the values we uphold in every project:

• Safety First: We care about the safety and well-being of our employees, partners, and clients.
• Teamwork: We work together with respect, integrity, and a shared commitment to excellence.
• Innovation & Growth: We’re always looking for better ways to do things—and we encourage creativity and continuous improvement.

Competitive Salary

$25 - $35 per hour based on experience.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affiantative Action Policy.

Geographic Disclosure

Benefits: We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.

At Air Systems, we respect your privacy and protect your personal information. The data you provide during the application process will be used solely for recruitment purposes and kept confidential. We do not share your information with third parties, except as required by law or with your consent.