We’re looking for a friendly, organized, and detail-oriented HVAC Service and Intake Admin Specialist to be the hub of our service operations. In this role, you’ll handle incoming customer calls, schedule service appointments, and coordinate technicians’ daily routes to keep everything running smoothly. You’re often the first voice our customers hear—so professionalism, empathy, and clear communication are key.
Key Responsibilities
Answer incoming calls, emails, and texts from customers in a courteous and professional manner
Serve as first point of contact to triage incoming calls to the correct department
Schedule, confirm, and adjust HVAC service appointments based on technician availability and customer needs
Dispatch technicians and optimize daily schedules and routes
Accurately enter and update customer information, job details, and notes in the CRM/dispatch system
Communicate service updates, delays, or changes to customers and technicians
Handle customer questions, concerns, and basic troubleshooting with patience and care
Coordinate with service managers and technicians to ensure timely job completion
Process service requests, maintenance agreements, and follow-up calls as needed
Maintain a high level of customer satisfaction and professionalism at all times
Coordinate with field staff to order supplies and receive deliveries
Requirements
High school diploma or equivalent (additional education a plus)
Previous experience in customer service, scheduling, dispatching, or HVAC/plumbing/electrical ind/energy efficiency industries preferred
Strong phone etiquette and communication skills
Excellent organizational and multitasking abilities
Comfortable using scheduling software, CRM systems, and basic office tools
Ability to remain calm and efficient in a fast-paced environment
Problem-solving mindset and attention to detail
Preferred Experience
HVAC or home services industry experience
Dispatch or call center background
Familiarity with ServiceTitan, Housecall Pro, or Salesforce
Benefits
$25/hour commensurate with experience
Office environment (3 days per week) with occasional community outreach.
401(k) after your first year with matching up to 3%