Service Office Manager / Dispatcher Pinnacle Service & Maintenance -
Dayton, OH Pay:
$25.00-$28.00 per hour, based on experience
Job Type:
Full-time Schedule:
Monday-Friday About Pinnacle Service & Maintenance Pinnacle Service & Maintenance is a growing commercial service and maintenance company serving convenience stores, gas stations, and other commercial properties throughout the region. Our services include HVAC, electrical, petroleum equipment, general facility maintenance, repairs, renovations, and other commercial service work. We are looking for a highly organized, dependable, and motivated Service Office Manager / Dispatcher to help manage the day-to-day operations of our service department. This is not simply a receptionist position. This person will play a key role in managing service calls from the time a customer contacts us through completion and invoicing. Responsibilities Answer incoming service calls, emails, and customer requests Create and manage work orders using Service Fusion Schedule and dispatch field technicians Prioritize emergency and urgent service calls Coordinate technician schedules based on location, availability, skill set, and job priority Communicate appointment times, technician ETAs, delays, and job updates with customers Monitor open service calls and technician schedules throughout the day Track jobs waiting on parts, customer approval, or return visits Coordinate parts and materials with technicians and vendors Review completed work orders for proper technician notes, labor hours, materials, and photos Follow up with technicians regarding missing or incomplete job documentation Create customer invoices from completed work orders Verify labor, materials, service charges, purchase orders, and other billable items before invoicing Send invoices and supporting documentation to customers Assist with accounts receivable and follow up on outstanding invoices as needed Create and send estimates and proposals Track outstanding estimates and customer approvals Process and organize customer purchase orders Maintain accurate customer, property, equipment, and billing information in Service Fusion Help schedule recurring and preventative maintenance Communicate with vendors regarding parts, pricing, availability, and orders Keep the service department organized and ensure open service requests do not get overlooked Assist management with daily and weekly reports Help develop and improve office procedures as Pinnacle Service & Maintenance continues to grow Qualifications Strong organizational and multitasking skills Excellent phone and customer service skills Strong attention to detail and follow-through Comfortable working in a fast-paced service environment Ability to professionally communicate with customers, technicians, vendors, and management Ability to prioritize multiple service calls and changing schedules Comfortable holding technicians accountable for schedules and required job documentation Comfortable working with invoices, pricing, purchase orders, and basic billing Strong computer skills and ability to learn new software Dependable, professional, and able to work independently Basic understanding of accounting and billing procedures Valid driver's license Preferred Experience Previous experience in one or more of the following is preferred: HVAC, electrical, plumbing, or commercial service Construction or facility maintenance Field service dispatching Service office management Service invoicing or billing Petroleum or convenience store service Service Fusion, ServiceTitan, FieldEdge, Housecall Pro, or similar field-service software QuickBooks or similar accounting software Experience with Service Fusion is a plus, but we are willing to train the right candidate. What We're Looking For We are looking for someone who wants to take ownership of the service office , not simply answer phones. The right person will make sure customers receive timely communication, technicians know where they need to be, urgent calls are handled quickly, work orders are properly documented, completed jobs are invoiced promptly, and unfinished jobs do not get forgotten. This position will work closely with management and our field technicians and will become an important part of keeping the entire service department organized and operating efficiently. As Pinnacle Service & Maintenance continues to grow, this position will have opportunities to take on additional responsibilities and advance into a larger service operations management role. Compensation $25.00-$28.00 per hour, depending on experience Full-time position with opportunities for increased responsibility and advancement as the company grows.
Pay:
$25.00 - $28.00 per hour Expected hours: 40.0 - 50.0 per week
