HVAC Office Operations Assistant / Dispatcher Trades Exchange |

Knoxville, TN Pay:

$18-$23 per hour, based on experience

Job Type:

Full-Time |

Temp-to-Perm Schedule:

Monday-Friday, 9:00 AM-5:30

PM Location:

Knoxville, TN Trades Exchange is hiring an experienced HVAC Office Operations Assistant / Dispatcher for a growing heating and cooling company in Knoxville, TN! We are looking for a dependable, organized, and proactive individual who has previous experience working in a fast-paced service-based office and is comfortable managing multiple administrative responsibilities. This is more than a receptionist position! The ideal candidate will have hands-on experience with ServiceTitan, understand how a service-based business operates, and take ownership of assigned tasks from start to finish. You will work closely with the dispatcher, customer service representatives, install coordinator, and office manager to ensure daily office operations run efficiently. Job Responsibilities Assist with scheduling and dispatching HVAC service technicians. Complete and track HVAC permit applications and required documentation. Process manufacturer warranty registrations accurately and on time. Maintain accurate customer information, equipment records, and job details in ServiceTitan. Upload, organize, and maintain customer and job-related documentation. Answer incoming customer calls and provide professional customer service. Assist with customer follow-ups and outbound communication. Communicate with technicians regarding scheduling, paperwork, job updates, and missing information. Provide administrative support to the dispatcher, CSR, install coordinator, and office manager. Track assigned tasks and ensure they are completed accurately and on time. Assist with filing, scanning, email correspondence, data entry, and general office organization. Identify missing documentation, incomplete paperwork, and outstanding administrative tasks. Maintain confidentiality of customer, employee, and company information. Assist with additional office responsibilities and projects as the company continues to grow. Required Qualifications Previous experience in a service-industry office, dispatch, operations, or administrative position. ServiceTitan experience is

REQUIRED.

Strong computer skills, including Microsoft Outlook, Excel, and standard office software. Excellent written and verbal communication skills. Strong organizational skills and attention to detail. Ability to manage multiple responsibilities and changing priorities. Comfortable answering phones and communicating professionally with customers and technicians. Ability to work independently without constant supervision. Dependable attendance and consistent follow-through. Willingness to learn new processes and assist other departments when needed. Preferred Qualifications Previous experience in an HVAC, plumbing, electrical, or other service-based company. Experience with technician scheduling, dispatching, customer service, or service coordination. Familiarity with permits, warranty registrations, work orders, and customer documentation. HVAC experience is preferred but NOT required! Candidates with relevant experience in another service-based industry are encouraged to apply. What We're Looking For We need someone who can step into a busy office, recognize what needs to be done, and take initiative without waiting for constant direction. The ideal candidate is organized, detail-oriented, professional, and comfortable balancing customer communication, technician coordination, paperwork, and administrative responsibilities. If you have Service Titan experience, understand how a service-based office operates, and take pride in keeping things organized and running smoothly, we want to hear from you! Interview Process Qualified candidates will be required to complete an interview with the hiring company before placement. Interviews are available Tuesday through Thursday. Apply today through Trades Exchange to be considered for this full-time, temp-to-perm opportunity!

Pay:

$18.00 - $23.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person