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Residential HVAC Office Coordinator/Dispatcher
Job
Minn Mechanical Contractors LLC
Lonsdale, MN (In Person)
Part-Time
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Job Description
Minn Mechanical Contractors LLC is looking for a highly organized and customer-focused Residential HVAC Office Coordinator / Dispatcher to support our growing heating, cooling, and indoor air quality service department. This position reports directly to the Office Manager and serves as the primary point of contact for residential customers, technicians, suppliers, and service partners. The ideal candidate is friendly, detail-oriented, comfortable using technology, and enjoys helping customers while keeping service operations running smoothly. Job Summary You will be responsible for managing incoming customer calls, scheduling service and maintenance appointments, coordinating technician schedules, tracking job progress, processing paperwork, and supporting office operations. This role plays a critical part in delivering exceptional customer service and ensuring residential HVAC jobs move efficiently from the initial call through invoicing and completion. Key Responsibilities Answer incoming customer calls and collect service request information. Schedule and dispatch residential HVAC service, maintenance, and installation appointments. Communicate with customers regarding appointment scheduling, technician arrival times, and follow-up needs. Reply to customer emails, texts, and inquiries through company software and CRM platforms. Enter and maintain accurate customer records and job information. Track service calls from initial contact through job completion. Monitor technician paperwork, work summaries, photos, and completed job documentation. Process work orders, service tickets, and customer invoices. Assist with tracking customer payments and following up on outstanding balances. Schedule and track residential preventive maintenance agreements and seasonal tune-ups. Coordinate warranty claims and communicate with manufacturers and service partners when needed. Assist with ordering parts and materials and accepting occasional equipment deliveries. Maintain organized digital and physical customer files. Support the Office Manager and/or Commercial Office Coordinator with reports, scheduling, document preparation, and other administrative tasks. Help maintain a professional, organized, and efficient office environment. Qualifications Strong customer service and communication skills. Excellent organizational and multitasking abilities. Comfortable speaking with customers by phone, email, and text. Proficient with Google Workspace, Microsoft Office, and computer-based systems. Experience with dispatching, scheduling, customer service, or office coordination preferred. HVAC, plumbing, construction, or home service industry experience is a plus. Ability to work independently and manage multiple priorities. Reliable, professional, and detail-oriented. Comfortable working in a growing small business environment.