Strategic HVAC Dispatcher & Equipment Coordinator

Strategic HVAC Dispatcher & Equipment Coordinator – Remote

Company: The Service Pros
Location: Remote | U.S. Eastern Time Hours
Employment Type: Full-Time
Compensation: Competitive, based on experience
Industry: HVAC & Plumbing

About The Service Pros

The Service Pros is a growing HVAC and plumbing company based in St. Petersburg, Florida.

We are looking for a strategic, highly organized, and results-driven HVAC Dispatcher & Equipment Coordinator to oversee daily scheduling, technician coordination, and equipment procurement.

This is a fast-paced, high-performance environment. We need an A-player who can multitask, think ahead, anticipate problems, and make smart operational decisions without constant supervision.

We are not looking for someone who simply assigns jobs. We need someone who strategically manages the schedule, maximizes technician productivity, and ensures every job is ready to be completed efficiently.

Key Responsibilities

1. Strategic Dispatching & Scheduling

• Build and manage efficient daily schedules based on technician skills, job priority, location, and estimated duration.
• Optimize technician routes to minimize travel time and unnecessary downtime.
• Prioritize emergency calls while minimizing disruptions to scheduled appointments.
• Monitor technician progress throughout the day and proactively adjust schedules.
• Ensure first appointments start on time and customers receive accurate arrival updates.
• Coordinate return visits, installations, maintenance appointments, and inspections.
• Identify scheduling bottlenecks and improve technician utilization.

2. Equipment Ordering & Procurement

• Coordinate HVAC equipment, replacement parts, and materials for upcoming jobs.
• Review job scopes and confirm equipment specifications with technicians before ordering.
• Contact distributors to check pricing, availability, and delivery timelines.
• Create and track purchase orders (POs) associated with the correct jobs.
• Coordinate equipment pickups and deliveries with technicians and suppliers.
• Verify that required equipment and materials are available before scheduling installations.
• Track backorders, missing materials, and supplier issues.
• Maintain accurate purchasing records, invoices, and receipts in Jobber.
• Identify opportunities to reduce purchasing costs and prevent unnecessary trips.

3. Technician & Operations Coordination

• Answer technician calls promptly and provide real-time operational support.
• Coordinate with technicians, customer service, and management to resolve operational issues.
• Ensure technicians have complete job details, customer information, and equipment before arriving onsite.
• Follow up on incomplete jobs, missing documentation, and pending work.
• Communicate schedule changes, equipment delays, and urgent issues proactively.
• Take ownership of operational problems until they are resolved.

4. Job Management & Quality Control

• Manage jobs in Jobber from scheduling through completion.
• Ensure job notes, photos, materials, and required checklists are completed.
• Verify that purchase orders and expenses are assigned to the correct jobs.
• Coordinate return visits and avoid unnecessary repeat trips.
• Support accurate invoicing and end-of-day job closure.
• Identify recurring operational issues and recommend process improvements.

5. Reporting & Performance Improvement

• Track daily jobs scheduled, completed, rescheduled, and delayed.
• Monitor technician utilization, punctuality, and scheduling efficiency.
• Track equipment readiness, purchasing delays, and missing materials.
• Report operational issues and outstanding tasks daily.
• Participate in daily meetings and weekly performance reviews.
• Recommend improvements to dispatching, procurement, and job execution.

Required Qualifications

• Previous experience in HVAC dispatching, equipment ordering, or field service operations.
• Hands-on experience with Jobber or ServiceTitan and Aircall.
• Knowledge of HVAC equipment, parts, installation requirements, and distributor workflows.
• Strong understanding of technician scheduling and route optimization.
• Excellent multitasking, prioritization, and problem-solving skills.
• Ability to handle multiple urgent requests while maintaining accuracy.
• Strong communication skills and excellent written and spoken English.
• Ability to work independently, make decisions, and take ownership.
• Comfortable working in a high-performance, KPI-driven environment.
• Reliable internet connection and professional remote workspace.

Highly Preferred

• Experience ordering equipment from HVAC distributors.
• Familiarity with HVAC equipment specifications, model numbers, and installation materials.
• Experience creating and tracking purchase orders.
• Experience coordinating multiple technicians and installation crews.
• Knowledge of Florida HVAC service operations.
• Spanish language skills.

What Success Looks Like

Your performance will be measured through clear operational KPIs:

| KPI | Performance Expectation |
|---|---|
| Technician On-Time Arrival | Maximize on-time arrivals, especially first appointments |
| Equipment Readiness | Equipment and materials confirmed before scheduled jobs |
| Technician Responsiveness | Calls and urgent requests handled promptly |
| Scheduling Efficiency | Minimize unnecessary travel, gaps, and downtime |
| Purchasing Accuracy | Correct equipment ordered, with proper approval and documentation |
| Avoidable Return Visits | Reduce trips caused by missing equipment or poor coordination |
| Job Documentation | Complete and accurate notes, photos, and POs |
| Daily Reporting | All pending issues tracked and communicated |

Our Culture

Our core values are Relationship-Oriented, Professionalism, Generosity, Honesty, and Education.

We are looking for someone who:

• Thinks strategically rather than simply reacting to problems.
• Anticipates what technicians will need before they ask.
• Takes initiative and follows through without reminders.
• Remains calm and organized when managing multiple priorities.
• Communicates proactively and holds themselves accountable.
• Is comfortable with direct feedback and measurable performance standards.
• Continuously looks for ways to improve efficiency and reduce costs.

This is a role for someone who enjoys responsibility, moves quickly, and takes pride in running efficient operations.

How to Apply

Please email your resume to ---------- with the subject line Strategic HVAC Dispatcher & Equipment Coordinator.

Please include:

1. Your experience dispatching HVAC technicians.
2. Your experience with Jobber, ServiceTitan, and Aircall.
3. Which HVAC distributors you have worked with.
4. Your experience ordering equipment, parts, and materials.
5. An example of how you improved scheduling efficiency or prevented an operational issue.
6. Your availability to work U.S. Eastern Time hours.

We are looking for an A-player who can take ownership of dispatching and equipment coordination, improve efficiency, and help The Service Pros scale.