Dispatch, Outreach, and Office Coordinator
Full Time • Denver
Benefits:
- Spiffs, Rewards, & Employee Contests
- Competitive Compensation
- Paid Vacation
- 401(k)
- Bonus based on performance
- Health insurance
- Training & development
- Dental insurance
- Opportunity for advancement
- Vision insurance
The Service Dispatcher, under the supervision of the Office Manager, plays a crucial role in supporting the administrative and operational aspects of the Service Department.
About the Role
About the Role
We are seeking a highly organized and proactive Dispatch, Outreach, and Office Coordinator to join our team. This position is the central hub of daily operations—balancing technician scheduling, customer communication, lead tracking, and administrative support. The right candidate will thrive in a fast-paced environment, take initiative, and ensure that both our operations teams and customers experience seamless, professional support.
Key Responsibilities
Scheduling & Dispatching
- Receive and prioritize incoming service requests from customers.
- Schedule and dispatch HVAC technicians for service calls, installations, and maintenance jobs.
- Adjust routes and schedules in real time to maximize efficiency and handle emergencies, delays, or cancellations.
- Conduct daily follow-ups on outstanding leads and open service tickets.
Customer Service & Communication
- Act as the main point of contact for customers, technicians, and management.
- Answer inbound calls and emails related to service requests, scheduling, and pricing.
- Provide courteous, accurate, and timely responses to customer inquiries, including warranties and follow-ups.
- Document and address customer concerns, ensuring prompt resolution and satisfaction.
- Maintain customer records, service histories, and warranties in company software (Sera).
Monitoring & Support
- Track technician progress throughout the day and provide operational support as issues arise.
- Monitor job completion and confirm customer satisfaction (including “Happy Calls” post-service).
- Report recurring service issues and inefficiencies to management.
- Ensure technicians have proper tools, materials, and information before jobs.
Lead Tracking & Outreach
- Monitor and track new leads from platforms such as Angi, Yelp, Bullseye Pro, Google Local Services, and others.
- Provide reporting on lead sources, conversion rates, and outreach effectiveness.
- Support marketing efforts by coordinating follow-ups on incoming leads.
Office Coordination & Administrative Support
- Intake and process customer calls, creating/updating job records in Sera.
- Manage workflow between service and install teams, ensuring jobs move smoothly from sales through completion.
- Handle permits, inspections, warranties, and parts orders.
- Maintain compliance with company policies, warranties, and safety requirements.
- Prepare detailed reports for management, including service performance, audits, and quality assurance.
Qualifications
- 2+ years of experience in dispatching, scheduling, office coordination, or related administrative roles (HVAC/Service industry experience preferred).
- Strong multitasking and organizational skills with the ability to adjust priorities quickly.
- Excellent communication skills—both written and verbal.
- Proficiency with scheduling/dispatch software (experience with Sera a plus).
- Problem-solving mindset with the ability to remain calm under pressure.
- Comfortable with customer-facing interactions and conflict resolution.
Why Join Us?
- Be part of a growing and respected HVAC/Electrical/Solar company.
- Work in a dynamic role where no two days are the same.
- Competitive pay and benefits package.
- Opportunity to directly impact customer experience and operational efficiency.
👉 How to Apply: Submit your resume and cover letter to https://sites.google.com/controllingsystemsco.com/csi-application/home
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Compensation: $20.00 - $25.00 per hour
There are many exciting options for a career in HVACR waiting to be explored.
If you’re looking for a career that offers flexibility, job stability, strong pay, benefits and more, then you’ve come to the right place!
(if you already have a resume on Indeed)
Or apply here.
Jobs Are Available Now!
When considering a position in HVAC you are considering a career path that grants you the opportunity to find a job today. The demand for skilled tradespeople continues to grow across the USA.
More Than Just a Career.
HVACR supports all aspects of modern life. By working in HVACR you are helping to ensure food, medicine, and comfort are maintained. A career in HVACR allows you to make a difference.
Opportunity for Career Advancement.
Choosing a career in the HVAC industry presents you with an exciting professional path that promises job security and excellent earnings potential.
Excellent Pay.
HVACR professionals make an average of $47,000 per year. This is as much as many college graduates make, without the burden of debt, or the stress of having to deal with an oversaturated job market.
The Future Is Bright:
Job growth for caregivers is projected to increase by 26% through 2024, compared to just 6.5% on average for all occupations. The HVACR industry is projected to have nearly 115,000 job openings by 2026. Our industry is growing much faster than many other fields and provides stable long-term jobs.
New Technologies.
HVACR offers opportunities to work in high-tech, innovative fields. New HVACR is being designed to be more environmentally friendly by using less energy and less polluting chemicals.
Variety of Career Paths.
HVAC technicians work with everything from pipes to electrical systems, so it's more varied than other trades. Start out as a technician in the HVAC industry and you could move on to become a service manager, move into sales, morph into building maintenance, or start your own HVAC business.