Service Dispatcher & Scheduling Coordinator

Job Summary

We are looking for a reliable and responsive Service Dispatcher & Scheduling Coordinator to manage the day-to-day administrative and operational backbone of a busy HVAC and refrigeration service business. In this role, you’ll be the first point of contact for customers, handling incoming calls and inquiries, booking appointments, and dispatching jobs to field technicians. The ideal candidate is highly organized, fast to respond, and thrives in a fast-paced service environment where timing is everything.

Key Responsibilities

• Answer incoming customer calls and respond to inquiries quickly and professionally
• Schedule and book service appointments based on technician availability
• Dispatch jobs to field technicians and keep them updated on their daily schedule
• Manage and maintain the business calendar
• Log reminders and follow up on open tasks to ensure nothing slips through
• Follow up with customers via phone and email in a timely manner
• Provide pricing and service information to new and existing customers
• Handle new customer intake and prepare jobs for scheduling
• Keep communication flowing smoothly between the owner, technicians, and customers

Mandatory Skills

• Experience in appointment scheduling, dispatching, or coordination for a service-based business
• Strong phone-handling skills and confident, professional customer communication
• Proficiency with Google Workspace (Gmail, Google Calendar, Google Voice)
• Ability to handle time-sensitive communication with speed and accuracy
• Reliable, detail-oriented, and able to work independently with minimal supervision
• Strong communication skills, with excellent spoken and written English

Preferred Skills

• Experience supporting HVAC, refrigeration, or other field-service / trades businesses
• Familiarity with dispatching software or CRM tools
• Comfortable adapting to a fluctuating or seasonal workload
• Customer service experience in a high-volume, fast-paced setting
• Ability to manage multiple priorities simultaneously

Why Join Us

This is a great opportunity to become an essential part of a growing service business where your organization and responsiveness directly drive results. You’ll work closely with the owner, have real ownership over scheduling and customer communication, and enjoy a flexible, supportive environment with room to grow as the business expands.

Work Schedule

Mon to Fri, 8:00 AM to 5:00 PM EST