Quick Snapshot

Pay: $20/hr.
Schedule: Monday | Friday 8-4:30pm
Location: Alanson, MI
Employment Type: Full-Time
Experience Level: Entry-Level to Experienced
Work Environment: Professional Office | Dispatch | Customer Service
Industry: HVAC | Skilled Trades | Administrative Support

Keep the Schedule Moving. Support the Technicians. Take Care of the Customer.

Ambient Recruiting is partnering with a respected Northern Michigan HVAC company to hire a dependable and highly organized Dispatcher / Administrative Coordinator.

This position serves as an important connection between customers, service technicians, and the office. You'll answer incoming calls, schedule service appointments, dispatch technicians, communicate updates, maintain accurate records, and help keep daily operations running smoothly.

If you're organized, comfortable juggling multiple priorities, and enjoy helping customers while keeping a busy schedule on track, this could be an excellent opportunity to build a long-term career with a growing service company.

What You'll Be Doing

As a Dispatcher / Administrative Coordinator, you'll:

• Answer incoming customer calls in a professional and friendly manner
• Schedule service calls, maintenance appointments, and installations
• Dispatch HVAC technicians based on location, availability, urgency, and workload
• Communicate schedule changes and service updates to customers and technicians
• Monitor technician schedules and adjust appointments throughout the day as needed
• Gather accurate information from customers regarding service needs
• Create and update service tickets, work orders, and customer records
• Maintain accurate scheduling and dispatch information
• Assist customers with general questions and appointment information
• Provide technicians with necessary job and customer information
• Follow up on service calls and outstanding items as needed
• Perform data entry and maintain organized electronic and paper records
• Assist with invoices, documentation, and other administrative tasks
• Coordinate communication between customers, technicians, management, and office staff
• Help prioritize emergency or time-sensitive service requests
• Support general office operations and special projects as needed

What We're Looking For

Successful candidates typically have:

• Previous administrative, dispatch, scheduling, or customer service experience
• Excellent phone and customer service skills
• Strong organizational and time-management abilities
• Ability to manage multiple schedules and priorities at the same time
• Strong computer and data-entry skills
• Ability to learn scheduling, dispatch, and customer management software
• Professional written and verbal communication skills
• Strong attention to detail and accuracy
• Ability to remain calm and professional when schedules change unexpectedly
• Strong problem-solving and decision-making skills
• Dependable attendance and reliability
• Ability to work independently while contributing to a team
• Positive, customer-focused attitude

Preferred Qualifications

While HVAC experience is helpful, it may not be required. The following experience is a plus:

• Previous dispatching or service coordination experience
• HVAC, plumbing, electrical, construction, or skilled-trades office experience
• Service scheduling or route coordination experience
• Administrative or front-office experience
• Experience working with technicians or field service employees
• Customer relationship management (CRM) or dispatch software experience
• Microsoft Office or Google Workspace proficiency
• Work order, invoicing, or billing experience

Benefits May Include

Benefits vary by employer and employment arrangement but may include:

• Consistent weekday schedule
• Health insurance
• Paid Time Off
• Retirement plan options
• Training and professional development
• Stable, year-round employment
• Supportive, team-oriented work environment

Why You'll Love This Opportunity

• Be an important part of a busy, growing HVAC operation
• Work directly with customers and skilled service technicians
• Use your organization and problem-solving skills every day
• Enjoy variety every day and every service schedule can be different
• Develop valuable dispatch, scheduling, and service coordination experience
• Build knowledge of the HVAC and skilled-trades industry
• Work in a professional, team-oriented environment
• Opportunity to grow into additional administrative or operations responsibilities
• Build a long-term career in an essential, year-round industry

Real Talk

This is a fast-paced administrative and customer service position where priorities can change quickly. A technician may run behind, an emergency service call may come in, or a customer may need immediate assistance and you'll help determine how to keep everything moving.

You'll spend a significant portion of your day on the phone and computer while managing schedules, communicating with technicians, updating information, and assisting customers. You'll need to be comfortable multitasking without losing track of the details.

You don't necessarily need to be an HVAC expert to succeed. What matters most is being organized, dependable, comfortable communicating with different personalities, able to think on your feet, and willing to learn the industry.