Top 1 Maintenance scheduler Jobs in Richmond, Tx

HVAC Dispatcher/Administrative Assistant - Onsite
MAKO OILFIELD SERVICES LLC —Sugar Land, TX
- $20 - $25 an hour
- Monday to Friday
- Microsoft Excel
- Microsoft Outlook
- Mid-level
- Paid holidays
- Dental insurance
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7d

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HVAC Dispatcher/Administrative Assistant - Onsite
MAKO OILFIELD SERVICES LLC —Sugar Land, TX
Communicate with field technicians and clients to ensure accurate and timely scheduling of all service calls. This role involves managing incoming work orders,…
$20 - $25 an hour
Quick Apply
7d

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HVAC Dispatcher/Administrative Assistant - Onsite

MAKO OILFIELD SERVICES LLC -
Sugar Land, TX

Quick Apply

Job Details

$20 - $25 an hour
7 days ago

Benefits

Paid holidays
Dental insurance
Paid time off
Vision insurance

Qualifications

Equipment service recordkeeping
Customer follow-ups
Maintenance inventory management
Microsoft Excel
Microsoft Outlook
Parts administration
Phone communication
Operations coordination
Service scheduling
Two-way invoice matching
Purchase order management
Mid-level
Maintenance schedule management
Administrative experience
Maintenance activity documentation
IVR
Expense reports
Sales quoting
Task prioritization
Decision making
Invoice reconciliation
Schedule creation
Purchasing
Facilities maintenance customer service
Dispatch record maintenance
Phone call management
Communication skills

Full Job Description

The HVAC Dispatcher/Administrative Assistant - Onsite is responsible for providing high-level administrative and dispatch support to ensure smooth day-to-day operations within the HVAC service department. This role involves managing incoming work orders, dispatch communications, scheduling technicians, ensuring compliance with Not to Exceed (NTE) limits, and coordinating follow-up visits, quotes, approvals, and invoices. The ideal candidate will be highly organized, proactive, and capable of stepping in as Lead Dispatcher when needed.

Dispatch Support & Communication

Monitor and manage both Dispatch Email and Personal Mako Email for incoming work orders, updates, or client communications.
Back up Lead Dispatcher: When Lead Dispatcher is out, ensure the dispatch board is pre-set for the next day, and technicians have all assigned calls scheduled.
Communicate with field technicians and clients to ensure accurate and timely scheduling of all service calls.
Handle on-call duties: Prioritize emergency work orders after hours and determine what can be deferred based on the board's availability.

Work Order Management

Schedule work orders (W.O’s) received via phone or email.
Input job information with proper structure:
- W.O #, NTE Amount, IVR #
- Detailed Work Order Description
- Attach PM Checklist or custom W.O Checklist in notes
- Assign correct HVAC Category for accurate technician routing
Identify potential recall work orders (NTE at $0) and handle accordingly:
- If unclear, contact 3rd party for clarification or request NTE increase with justification.
Notate all job activities accurately in Jobber, ensuring clear job history for future reference.

Quotes & Proposals

Prepare, send, and track quotes, including adding incurred amounts and detailed descriptions.
Ensure Jobber and internal notes reflect whether quote was sent to client email (house accounts) and follow up if necessary.
For After the Fact (ATF) quotes:
- Create new W.O #
- Link proposal to Jobber and portal
- Ensure NTE matches invoice before marking complete
- Notate Jobber with ATF Proposal #

Approvals & Purchase Orders (POs)

Pull paperwork and attach all required approvals to Jobber and/or internal system.
Cut POs for approved quotes and part orders.
For approved jobs:
- Create next visit with correct description
- Add line items for approved work
- Move W.O. to appropriate board tab: "Action Required," “Unscheduled,” or schedule if parts are in stock.

Parts & Inventory

Manage parts ordering and intake:
- Track parts delivered to office or supply house
- Pull necessary paperwork and schedule tech visits
- Submit expense entries if Dispatch orders parts

Job Completion Process

Clear technicians from jobs at completion:
- Review and confirm all notes, time, IVR, pictures, and expenses
- Match NTE in portal with final invoice
- Create return visits if needed with detailed descriptions
- Request NTE increase if needed for follow-up
Ensure all jobs are cleared from the Action Required and Late Queue daily.

Preventive Maintenance (PM) & Requests

Input monthly PM work orders ahead of schedule.
Request $0 W.O.s to allow quoting without revisiting the site.
Monitor and update W.O. requests that stem from PM visits.

Administrative Notes & Technical Understanding

Accurately interpret technician notes to ensure:
- Job scope matches work order details
- Expenses and line items reflect the work performed
- Proper categorization for billing and follow-up
Keep detailed and organized records across platforms (Jobber, Portal, etc.)

Strong knowledge of HVAC terminology and service workflow
Experience in dispatching and/or administrative roles within service industry
Exceptional organizational and multitasking abilities
Strong written and verbal communication skills
Familiarity with scheduling software (e.g., Jobber), IVR systems, and 3rd party portals
Proficiency with Microsoft Office (Word, Excel, Outlook)
Ability to prioritize tasks and make sound decisions under pressure
Strong attention to detail, particularly with numbers (e.g., NTEs, quotes, PO’s)

Preferred Qualifications

Prior HVAC industry experience (admin, dispatcher, or coordination role)
Experience handling NTE increases, quoting, and client approvals
Familiarity with parts ordering and PO creation

Working Hours

Monday to Friday, 8 am to 5 pm with after-hours on-call rotation as needed

Compensation & Benefits

“Based on experience” - Competitive Pay
Health, Dental, and Vision Insurance
Paid Time Off & Holidays

Quick Apply

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maintenance scheduler jobs in richmond, tx

HVAC Dispatcher/Administrative Assistant - Onsite

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