Job Summary: The Receptionist/Dispatch is responsible for managing the front desk, answering customer inquiries, scheduling service appointments, and performing administrative tasks specific to the HVAC industry. This role requires excellent customer service skills and the ability to coordinate with service technicians and clients.
Key Responsibilities:
Customer Interaction: Greet customers and clients, answer phone calls, and respond to inquiries regarding HVAC services and products.
Schedule Appointments: Manage scheduling for HVAC service calls, maintenance appointments, and installations, coordinating with technicians and clients.
Administrative Support: Assist in handling paperwork, data entry, and maintaining records related to HVAC jobs, invoices, and customer information.
Maintain Service Logs: Track and update service logs and ensure all records are kept accurately.
Billing and Invoices: Assist in generating and processing invoices, collecting payments, and handling billing inquiries.
Handle Mail and Deliveries: Receive and distribute incoming mail, packages, and parts deliveries for the HVAC business.
Communication: Serve as the point of contact between customers and technicians, relaying messages, updates, and scheduling changes as needed.
Inventory Coordination: Support with inventory tracking and ordering of HVAC parts and supplies when required.
Qualifications:
Proven experience as a receptionist or administrative assistant, preferably in the HVAC or service industry.
Strong customer service and communication skills.
Proficiency in office management software (e.g., MS Office, Housecall Pro).
Basic understanding of HVAC systems, services, and terminology (preferred but not required).
Ability to multitask and prioritize in a fast-paced environment.
High school diploma or equivalent; additional certifications or training in customer service or HVAC-related fields is a plus.
This role requires a detail-oriented individual who can manage customer interactions effectively while supporting the operational needs of an HVAC business. If you're interested in learning more about the compensation for this role, we encourage you to reach out! We're happy to provide detailed information on salary, benefits, and any additional perks. Contact us at (970) 778-8326 or office@cooleys-inc.com, and we'll gladly discuss the specifics of this position and schedule an interview.