Service Coordinator / Administrative Specialist

Service Coordinator / Administrative Specialist/ Backup Dispatcher Weiss Air Conditioning & Plumbing Weiss Air Conditioning & Plumbing is hiring an experienced administrative professional to support dispatch, operations, and service coordination in a fast paced HVAC and plumbing company. This role is designed to attract candidates with strong admin backgrounds , not entry level applicants. You will play a key role in managing schedules, maintaining data accuracy, supporting technicians, and keeping inventory and service memberships organized. You will also serve as the primary backup to the Lead Dispatcher , stepping in when needed. If you have prior experience in a service based industry and are comfortable handling multiple systems, schedules, and responsibilities at once, this role will be a strong fit. What You Will Do Administrative Operations Manage and maintain accurate job records, notes, and customer history Ensure all job information is complete and ready for billing and follow up Support overall office workflow and daily operations Dispatch Support Assist with scheduling and routing technicians for maximum efficiency Step in as dispatcher when needed and manage real time schedule changes Invoicing and Payments Review and finalize invoices for accuracy before closing jobs Assist with payment processing and basic accounts receivable Customer Communication Handle appointment confirmations, updates, and service communication Maintain a professional and organized customer experience Inventory Management Track parts, materials, and equipment Ensure technicians have what they need before arriving to jobs Help prevent delays due to missing or untracked inventory Service Membership Management Manage active maintenance plans Schedule recurring visits and track completion Assist with renewals and customer follow up What We Are Looking For Required Experience Minimum 2 years of administrative experience in HVAC, plumbing, electrical, or similar service industry Experience supporting dispatch, scheduling, or operations is strongly preferred Administrative Skill Set Strong organization and attention to detail Ability to manage multiple priorities without losing accuracy Comfortable handling high volume workflow Systems and Software Experience with service management software required Housecall Pro experience is a strong advantage Communication Clear and professional communication with customers and team members Ability to stay calm and solution focused in a fast paced environment Schedule Monday through Friday 7:30 AM to 4:30 PM Overtime during peak seasons On call rotation required Benefits IRA with 3 percent company match Health, dental, and vision insurance Gap medical coverage Accident insurance Short term disability Paid time off Competitive hourly pay Company events and team focused culture About Weiss Weiss Air Conditioning & Plumbing serves Montgomery, The Woodlands, Conroe, Magnolia, and surrounding areas. We are a growing company focused on strong systems, organized operations, and delivering a high level customer experience. Growth Opportunity This role is designed for someone who wants to build a long term career in operations and administration within the trades . You will work directly with leadership and gain hands on experience in dispatching, service coordination, inventory control, and business operations. As you grow, there is opportunity to take on increased responsibility in areas such as operations management, dispatch leadership, systems and process improvement, and administrative oversight . We are a company that values efficiency, organization, and continuous improvement. If you are someone who looks for better ways to do things and enjoys being part of a structured, growing business, this role provides a clear path forward. Who This Role Is For Administrative professionals who want to grow within a service company Candidates who enjoy structure, organization, and keeping operations running smoothly Individuals who can handle responsibility and step into leadership support when needed Who This Role Is Not For Entry level applicants with no administrative experience Candidates without service industry background Those who prefer slow paced or single task roles

Pay:

$40,000.00 - $50,000.00 per year

Benefits:

401(k) matching Health insurance Life insurance Paid time off Vision insurance Application Question(s): 1. What service industry experience do you have? How do you prioritize when you have scheduling issues, customer calls, and administrative work all at once? Describe your experience managing or tracking inventory. What systems or processes did you use? This role requires handling multiple moving parts at once.

Do you prefer:

Structured and predictable work Fast paced with constant changes A mix of both If we were hosting a company BBQ, what would you bring and why?

Work Location:

In person