Hvac Dispatch Coordinator

Naples, Florida


Hvac Job Number:
J00133aa8
 
Primary Location:
Naples, Florida
 
Positions:
Dispatcher; Instructor/Trainer; Manager; Office Manager
 
Sector:
Residential/Light Commercial
 
Required Overnight Travel:
0%
 
Shift:
First Shift
 
Job Description:
JOB SUMMARY: Provides office support and coordination with administrative systems, procedures, and policies, and monitoring dispatch/client care projects. Reports directly to the Service Manager, also provides administrative support as required by the Assistant Service Manager. HOURS: Mon 7:30 am -4:30 pm and Tues thru Fri. 8:00 am – 5:00 pm; 1 hour lunch. Extended hours and Saturday schedule may be required. At least 5 days per month available to close at 6pm. Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at any time. The following tasks/responsibilities are typical of the position but are not all encompassing. Each person is expected to help out in whatever duties are required to deliver a quality product on schedule. TASKS & RESPONSIBILITIES: 1. Support and coordinate heavy call volume with Front Desk phones, when needed. 2. Support and coordinate heavy call volume with Client Care Reps, when needed. 3. Support Client Care office or Front Desk staff when staff are absent (may include fill-in duties) 4. Solve SAWIN set-up and computer issues for service department 5. Attend all required meetings, and perform all administrative assistance as required by Service Manager & Asst. Mgr. with (reports, schedules, spreadsheets, meeting notes, research issues, etc. 6. Coordinate Cross-training staff where appropriate to ensure staffing levels are covered at all times. The cross training will include Client Care Representatives, Directors of First Impressions and SAWIN training 7. Assist and coordinate with interviews and disciplinary actions, per management directive 8. Support Service Manager and Asst. Service Mgr with coordination and scheduling Technician training 9. Check on past maintenances and report to Service Manager and Preventative Maintenance (PM) Supervisor 10. Assist Service Manager with coordination of overall structure and operation of Client Care personnel 11. Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions. 12. Coordinate and assist with interaction of customer complaints that Client Care Reps are unable to resolve. These concerns may involve coordination with the Service Manager and Asst. Service Mgr. with recommended resolutions. 13. Assist Service Mgr. and Asst. Mgr. with appropriate tasks to the Client Care Rep team when needed. Follow-up on all open items to ensure tasks are performed efficiently, in a timely manner and in a way that exceeds the expectations of our internal and external customers. 14. Other duties as assigned. RELATIONSHIP TO OTHERS: The Dispatch Coordinator reports directly to the Service Manager and may work closely with other management team members and with internal support staff. Optimally, over time the Dispatch Coordinator will have increased opportunity and assume increased responsibility for meeting department’s needs. It’s therefore necessary that the Dispatch Coordinator maintain a satisfactory client relationship, relating to vendors, clients and fellow team members in a mature, thoughtful, professional and pleasant manner. Minimally, the Dispatch Coordinator must display a demeanor that exhibits our Mission Statement and Core Values, as well as show empathy, patience, understanding and a genuine interest in others. The Dispatch Coordinator performs a lead role in promoting interdepartmental communications and cooperation. REQUIRED SKILLS/QUALIFICATIONS: 1. Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance. 2. Reporting Skills, Administrative Writing Skills, Microsoft Office Skills (WORD/ EXCEL/OUTLOOK), Good multi-tasking and follow- through, Managing Processes, Organization, Analyzing information, Professionalism, Problem Solving, Supply Management and Verbal Communication. 3. A professional appearance and telephone manner is essential. 4. Be a positive and encouraging presence in the office. Working Conditions: Inside office environment. Physical Demands: Regularly required to stand or sit, and move about the facility. Education and Formal Training: • High School or GED • Associate or Certification preferred. Experience: • +2 year’s experience with administrative duties. • HVAC or construction experiences a plus! Materials and Equipment Used: Office Equipment; phone, copier, computer, and fax.
Hvac Job Number: J00133aa8
 
Primary Location:  Naples, Florida
 
Positions: Dispatcher; Instructor/Trainer; Manager; Office Manager
 
Sector: Residential/Light Commercial
 
Required Overnight Travel: 0%
 
Shift: First Shift
 
Job Description: JOB SUMMARY: Provides office support and coordination with administrative systems, procedures, and policies, and monitoring dispatch/client care projects. Reports directly to the Service Manager, also provides administrative support as required by the Assistant Service Manager. HOURS: Mon 7:30 am -4:30 pm and Tues thru Fri. 8:00 am – 5:00 pm; 1 hour lunch. Extended hours and Saturday schedule may be required. At least 5 days per month available to close at 6pm. Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at any time. The following tasks/responsibilities are typical of the position but are not all encompassing. Each person is expected to help out in whatever duties are required to deliver a quality product on schedule. TASKS & RESPONSIBILITIES: 1. Support and coordinate heavy call volume with Front Desk phones, when needed. 2. Support and coordinate heavy call volume with Client Care Reps, when needed. 3. Support Client Care office or Front Desk staff when staff are absent (may include fill-in duties) 4. Solve SAWIN set-up and computer issues for service department 5. Attend all required meetings, and perform all administrative assistance as required by Service Manager & Asst. Mgr. with (reports, schedules, spreadsheets, meeting notes, research issues, etc. 6. Coordinate Cross-training staff where appropriate to ensure staffing levels are covered at all times. The cross training will include Client Care Representatives, Directors of First Impressions and SAWIN training 7. Assist and coordinate with interviews and disciplinary actions, per management directive 8. Support Service Manager and Asst. Service Mgr with coordination and scheduling Technician training 9. Check on past maintenances and report to Service Manager and Preventative Maintenance (PM) Supervisor 10. Assist Service Manager with coordination of overall structure and operation of Client Care personnel 11. Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions. 12. Coordinate and assist with interaction of customer complaints that Client Care Reps are unable to resolve. These concerns may involve coordination with the Service Manager and Asst. Service Mgr. with recommended resolutions. 13. Assist Service Mgr. and Asst. Mgr. with appropriate tasks to the Client Care Rep team when needed. Follow-up on all open items to ensure tasks are performed efficiently, in a timely manner and in a way that exceeds the expectations of our internal and external customers. 14. Other duties as assigned. RELATIONSHIP TO OTHERS: The Dispatch Coordinator reports directly to the Service Manager and may work closely with other management team members and with internal support staff. Optimally, over time the Dispatch Coordinator will have increased opportunity and assume increased responsibility for meeting department’s needs. It’s therefore necessary that the Dispatch Coordinator maintain a satisfactory client relationship, relating to vendors, clients and fellow team members in a mature, thoughtful, professional and pleasant manner. Minimally, the Dispatch Coordinator must display a demeanor that exhibits our Mission Statement and Core Values, as well as show empathy, patience, understanding and a genuine interest in others. The Dispatch Coordinator performs a lead role in promoting interdepartmental communications and cooperation. REQUIRED SKILLS/QUALIFICATIONS: 1. Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance. 2. Reporting Skills, Administrative Writing Skills, Microsoft Office Skills (WORD/ EXCEL/OUTLOOK), Good multi-tasking and follow- through, Managing Processes, Organization, Analyzing information, Professionalism, Problem Solving, Supply Management and Verbal Communication. 3. A professional appearance and telephone manner is essential. 4. Be a positive and encouraging presence in the office. Working Conditions: Inside office environment. Physical Demands: Regularly required to stand or sit, and move about the facility. Education and Formal Training: • High School or GED • Associate or Certification preferred. Experience: • +2 year’s experience with administrative duties. • HVAC or construction experiences a plus! Materials and Equipment Used: Office Equipment; phone, copier, computer, and fax.
 

Preferred Skills and Education


Minimum Experience Required:
Experienced (2-4 years)
Minimum Education Required:
High School Diploma
Certifications:
 
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