We are seeking an organized, high-energy HVAC Office Manager / Dispatcher to lead our front-office operations and optimize our daily field service schedules. In this hybrid role, you will be the central hub of our company—serving as the primary point of contact for customers, managing essential business administration, and strategically routing our service technicians to maximize daily efficiency. Job Summary
- Job Title: HVAC Office Manager / Dispatcher
- Job Type: Full-time
- Compensation: [Insert Hourly Rate/Salary, e.g., $20.00 - $28.00 / hour]
- Benefits: Health Insurance, 401(k), Paid Time Off]
Key Responsibilities Dispatching & Scheduling
- Receive incoming customer calls with professionalism and map out jobs based on urgency and technician skill level.
- Optimize daily technician routes to minimize drive times and maximize service capacity using field software.
- Maintain continuous communication with technicians in the field, tracking arrival times, parts delays, and job completions.
- Provide customers with accurate arrival windows and proactive updates regarding schedule changes.
Office Management & Administration
- Oversee accounts receivable and payable, including processing customer invoices, collecting payments, and tracking outstanding accounts.
- Manage office supply and part inventories, ensuring administrative equipment is functioning and technician orders are tracked.
- Assist with payroll administration and track field technician billable hours and performance metrics.
- Maintain detailed digital customer records, service histories, equipment warranties, and permit files.
Skills and Qualifications
- Experience: Minimum 2+ years of administrative, dispatching, or management experience, ideally within the HVAC, plumbing, electrical, or construction industries.
- Software Proficiency: Hands-on experience with field service management software Housecall Pro alongside QuickBooks and Microsoft Excel.
- Communication: Superb active listening and verbal communication skills to manage high-volume phone lines and clear technician handoffs.
- Critical Thinking: Sharp problem-solving and decision-making capabilities to handle seasonal spikes in high-priority emergency no-heat/no-AC calls.
- Education: High school diploma or GED equivalent required; associate degree in business administration preferred.
Physical Requirements and Environment
- Must be comfortable remaining stationary at a desk environment for extended periods.
- Heavy utilization of computer screens, keyboards, and multi-line phone headsets.
Pay: $20.00 - $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Experience:
- Dispatching: 1 year (Required)
Location:
- Leander, TX 78641 (Required)
Ability to Commute:
- Leander, TX 78641 (Required)
Work Location: In person
