ZipRecruiter
HVAC Administrative Assistant & Dispatcher - Onsite
ZipRecruiter, Carrollton, Texas, us, 75011
Job DescriptionJob DescriptionDescription:
The
HVAC Administrative Assistant & Backup Dispatcher
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.)
Requirements:
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)
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
The
HVAC Administrative Assistant & Backup Dispatcher
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.)
Requirements:
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)
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