Benefits:

401(k) matching

Dental insurance

Paid time off

Vision insurance

Position Overview: We are looking for a highly organized and proactive Service Operations Coordinator to take full ownership of dispatch operations and parts/warranty administration. This is a key role in our service department, responsible for ensuring our technicians are scheduled efficiently, customers are kept informed, and all parts, warranties, and inventory records are managed accurately. This is a position requiring a high level of independence, multitasking, and coordination across teams.

Key Responsibilities:

Dispatch & Scheduling

Serve as the primary point of contact for all incoming service/dispatch calls.

Schedule and dispatch service technicians using the most efficient routing and job prioritization.

Monitor technician locations via GPS to track job progress and ensure schedule adherence.

Notify customers of technician arrival times and updates.

Check in technicians after service calls and update software records with detailed notes.

Coordinate follow-ups, report parts needed, and communicate next steps to internal departments.

Schedule approved work orders (AWOs) and part replacements based on technician availability.

Handle all dispatch-related emails and ensure prompt responses.

Coordinate with technicians on vehicle maintenance schedules.

Participate in the monthly rotation of the company’s Emergency After-Hours Line (additional compensation provided).

Parts & Warranty Management

Order and track all parts, materials, and equipment for service jobs.

Ensure warranty parts are returned to the warehouse promptly by technicians.

Maintain organized inventory records and assist in restocking when needed.

Submit all warranty claims and track to ensure timely credit from vendors.

Maintain detailed records of vendor transactions, including debits and credits.

Register all system and labor warranties as needed.

Maintain documentation of refrigerants/freon used according to compliance standards.

Keep spreadsheets, calendars, and paperwork up to date with accurate data.

Administrative Support

Support management with administrative tasks and project coordination as directed.

Maintain digital and physical filing systems on a daily basis.

Assist with special initiatives or reporting as required.

Qualifications:

2+ years of experience in a similar role (dispatch, service coordination, parts/warranty admin)

Excellent organizational and multitasking skills

Strong communication and customer service abilities

Proficient in scheduling software and Microsoft Office (Excel, Outlook, Word)

Highly detail-oriented and self-driven

Experience in the HVAC, plumbing, or service industry a strong plus

What We Offer:

Competitive pay, based on experience

Health, dental, and vision insurance

Paid holidays and vacation

Opportunities for training and career advancement

Additional compensation for after-hours phone duty

Apply Today If you're a proactive, detail-oriented professional ready to take ownership of service operations, dispatch, and warranty coordination — we want to hear from you!