Remote hvac/r administration and dispatch assistant

Job Summary

We are seeking a dynamic and detail\-oriented Remote HVAC/R Administration and Dispatch Assistant to join our team. In this vital role, you will coordinate service requests, manage dispatch operations, and support administrative functions remotely to ensure seamless communication and efficient scheduling for HVAC (Heating, Ventilation, Air Conditioning, and Refrigeration) service teams. Your proactive approach and strong organizational skills will contribute directly to delivering exceptional customer service and maintaining smooth workflow across our operations. This position offers an exciting opportunity to work remotely while engaging in a fast\-paced environment that values precision, communication, and teamwork.

Responsibilities

• Manage incoming service requests via multi\-line phone systems, email, and online platforms with professionalism and clarity.
• Dispatch HVAC/R technicians efficiently using transportation management systems (TMS), GPS tracking tools, and specific CRM platforms normally used by service companies.
• Coordinate with field teams to schedule appointments, prioritize urgent repairs, and optimize routes for fleet management.
• Maintain accurate data entry of work orders, customer information, and dispatch logs within various systems including CRM service software and transportation planning tools.
• Monitor freight movements, shipping \& receiving schedules, and 3PL (Third\-Party Logistics) operations to ensure timely delivery of parts and equipment.
• Utilize analysis skills to assess logistics workflows, identify bottlenecks, and implement improvements for supply chain efficiency When tracking ordered parts and equipment.
• Demonstrate excellent phone etiquette and communication skills when liaising with clients, vendors, technicians, and internal teams to ensure clear understanding of job requirements.

Qualifications

• Proven experience in dispatching or transportation management within a logistics or service industry environment.
• Strong familiarity with GIS (Geographic Information Systems), GPS technology, transportation planning software, and supply chain management tools.
• Knowledge of transportation management systems such as Housecall Pro, Service Titan, ServiceTrade, and BuildOps.
• Excellent analysis skills to evaluate logistics data, optimize routes, and improve operational workflows.
• Proficiency in data entry with high accuracy using multi\-line phone systems, AS400, or equivalent enterprise resource planning (ERP) platforms.
• Effective communication skills with the ability to handle complex scheduling scenarios while maintaining professionalism via phone etiquette.
• Ability to multitask efficiently in a remote setting while managing multiple priorities simultaneously.
• Familiarity with shipping \& receiving procedures, fleet management practices, freight coordination, and 3PL operations is highly desirable. Join us as a Remote HVAC/R Administration and Dispatch Assistant to be part of a dedicated team committed to excellence in service delivery! Your expertise will help streamline our operations while providing outstanding support to our technicians and customers alike.

Job Type: Part\-time

Pay: $15\.00 \- $30\.00 per hour

Work Location: Remote