Service Dispatcher & Operations Coordinator

JJS Group; Hayward (CA); On-site; USD 48,000 - 64,000; Full time

Benefits offered by this job

Health benefits

Professional growth opportunities

Job summary

Confidential Commercial HVAC/R Services in Hayward, CA is seeking a proactive Service Dispatcher & Operations Coordinator to be the central hub for service calls, technician scheduling, and customer communication. The role demands multi-tasking, quick problem-solving, and a focus on service quality.

You will manage dispatching, coordinate field crews, and support invoicing and administrative tasks to keep the shop running efficiently in a fast-paced environment.

Qualifications

• Strong organizational skills, able to manage multiple moving parts.
• Clear, professional communication, especially under pressure.
• Proficiency in dispatching software and MS Office.
• Experience in HVAC, refrigeration, construction, or trade-service dispatching is a plus.

Responsibilities

• Service Dispatching: Receive incoming service requests via phone and email; create work orders and prioritize calls based on urgency, technician skill, and geographic location.
• Technician Coordination: Manage daily schedules for the field team; provide job details, site requirements, and status updates to technicians.
• Customer Support: Act as the primary point of contact; deliver professional, clear communication to commercial clients regarding service windows, arrival times, and follow-ups.
• Operations & Admin Support: Maintain accurate customer records and service histories; assist with invoicing, parts orders, and general admin duties to ensure smooth operations.
• Emergency Response: Proactively handle urgent service calls and adjust schedules to meet customer needs.
• Operational Flexibility: Support ad-hoc office projects to back up business continuity.

Skills

Strong org skills

Communication

Tech literacy

Problem-solving

Industry mindset

Tools

Dispatching software

Job description

Service Dispatcher & Operations Coordinator

Hayward (Hayward, CA)

Company: Confidential Commercial HVAC/R Services

Position Type: Full-Time

Job Summary

A reputable commercial refrigeration and HVAC service provider is seeking an organized, high-energy Service Dispatcher to serve as the primary point of contact for our customers and technical team. This role is the "command center" of our operations, responsible for managing the flow of service calls, coordinating technician schedules, and ensuring our field service team is efficient, responsive, and informed. The ideal candidate is a multi-tasker who can handle a fast-paced environment, solve problems on the fly, and maintain a high level of customer satisfaction.

Key Responsibilities

Service Dispatching: Receive incoming service requests via phone and email; create work orders and prioritize calls based on urgency, technician skill, and geographic location.

Technician Coordination: Manage daily schedules for the field team; communicate effectively with technicians to provide job details, site requirements, and status updates.

Customer Support: Act as the primary point of contact. Provide professional, clear communication to commercial clients regarding service windows, arrival times, and follow-ups.

Operations & Admin Support: Maintain accurate customer records and service histories. Assist with invoicing, order parts/materials as needed, and support overall office administrative duties to ensure the shop runs smoothly.

Emergency Response: Proactively handle urgent service calls, adjusting schedules as necessary to meet customer needs.

Operational Flexibility: Assist with ad-hoc office administrative projects as required to support business continuity and fill operational gaps.

Must-Have Skills

Strong Organizational Skills: Proven ability to manage multiple moving parts simultaneously without losing track of details.

Communication: A clear, professional, and calm demeanor—especially when dealing with high-pressure situations or demanding customers.

Tech Literacy: Proficiency in dispatching software, Microsoft Office, and general office technology.

Problem-Solving: The ability to make quick, logical decisions when things change (e.g., a technician is delayed or an emergency call comes in).

Industry Mindset: Previous experience in HVAC, refrigeration, construction, or trade-service dispatching is a major plus but not strictly required for the right, highly coachable candidate.

Why Join Us?

Join a well-established, reputable commercial services company.

Stable, fast-paced work environment.

Competitive compensation package, including health benefits and professional growth opportunities.