Description:
Modern Mechanical Services is hiring two in-office, reliable, detail-oriented Part-Time HVAC Dispatchers to coordinate daily service operations and support our back office. Every dispatcher schedules and communicates with field technicians and customers; in addition, each shift owns a specialized administrative function — purchase order management (AM) and billing prep or billing & accounts receivable (PM). The ideal candidate is organized, communicates clearly, and thrives multitasking in a fast-paced environment. Tell us in your application which shift and which specialty fits you best.
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Schedule and dispatch HVAC and Plumbing technicians for service, maintenance, and installation calls based on service requests, technician availability, and geography.
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Coordinate daily technician schedules to maximize efficiency and customer satisfaction.
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Communicate work orders, job assignments, schedule changes, and updates to field technicians.
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Monitor technician progress throughout the shift and adjust schedules as needed.
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Answer incoming calls, emails, and assist customers with scheduling and service inquiries professionally.
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Maintain accurate dispatch logs, schedules, and service records.
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Coordinate with management to resolve scheduling conflicts and service issues.
Schedule: Monday–Friday, part-time. Two shifts available:
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AM shift: 8:00 AM–1:00 PM (approx. 25 hrs/week)
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PM shift: 1:00 PM–6:00 PM (approx. 25 hrs/week)
Classification: Part-time, non-exempt On-Call: Rotating on-call schedule required (see below)
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Create, review, and process purchase orders accurately and promptly.
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Reconcile purchase orders against vendor invoices, receipts, and work orders.
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Clean up and maintain open, aging, and unmatched purchase orders; research and resolve discrepancies.
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Follow up with vendors and technicians on missing documentation, pricing, and receiving confirmation.
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Support month-end close by ensuring purchase orders are matched, received, and reconciled.
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Prepare, review, and process customer invoices accurately and promptly.
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Verify completed work orders, labor hours, materials, and pricing prior to invoicing.
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Reconcile invoices, purchase orders, and service tickets to ensure billing accuracy.
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Process customer payments and maintain accurate payment records.
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Support AR by monitoring outstanding invoices and following up on past-due balances.
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Communicate with customers regarding billing questions, payment status, and corrections.
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Assist with month-end billing and administrative reporting.
Both positions participate in a rotating on-call schedule. While scheduled on call:
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On-call incentive: $125 per on-call period.
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Per-call pay: additional 0.5 hour of pay for each call handled while on call.
Requirements:
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Strong organizational skills and attention to detail.
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Excellent verbal and written communication and customer service skills.
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Ability to multitask and prioritize in a fast-paced environment.
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Proficiency with data entry and office/accounting software.
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Prior dispatch, purchasing, billing/AR, or HVAC/trades office experience preferred.
