HVAC Dispatcher

Job Title: Dispatcher

Job Description

This on-site Dispatcher role coordinates daily service operations by managing schedules, purchase orders, and customer requests in a busy construction and service environment. The position requires a proactive self-starter who communicates confidently with technicians, operations teams, and customers to ensure the right resources are dispatched to the right jobs at the right time. You will handle a varying volume of inbound service calls, maintain accurate records in multiple systems, and support both field operations and administrative functions to keep projects running smoothly.

Responsibilities

• Manage and track daily schedules for technicians and employees, ensuring the right personnel are assigned to each job based on job type and location.

• Handle inbound customer service calls, which may range from low volume to 15-25 calls per day, and respond promptly and professionally to each request.

• Learn and understand the different types of jobs the company performs, including the specific technicians or workers required for each type of service.

• Evaluate service call locations and select the most appropriate technician to dispatch based on geography, skills, and availability.

• Communicate frequently and directly with field technicians by phone rather than relying on email or text, maintaining clear and timely updates.

• Provide a positive and productive working relationship with all customers, vendors, and external contacts through professional and courteous communication.

• Answer and handle phone calls as needed, routing calls appropriately and ensuring customer needs are addressed.

• Communicate customer requests and updates to technicians and operations managers to ensure accurate and timely service delivery.

• Process quotes and enter related information into the Sugar system or other internal tools, maintaining accuracy and completeness.

• Inform the immediate supervisor of any customer-related complaints, concerns, or issues that require escalation or follow-up.

• Interact with operations managers regarding customer contracts, service expectations, and project requirements.

• Update and maintain customer status reports and other reporting requirements to keep stakeholders informed of job progress.

• Type and coordinate customer proposals, ensuring documents are accurate, professional, and delivered in a timely manner.

• Maintain customer and project files as assigned, organizing documentation for easy retrieval and audit readiness.

• Maintain databases and tracking information related to dispatching, projects, and customer activities.

• Assist in maintaining the service vehicle program, including tracking vehicle assignments and related information as needed.

• Assist with billing questions when necessary by providing accurate information, documentation, or clarification to internal teams or customers.

• Perform general administrative duties related to dispatch, customer service, and office operations.

• Complete other duties as assigned to support the smooth operation of the office and field service teams.

Essential Skills

• Minimum 1+ years of recent dispatch or logistics coordination experience.

• Experience working in environments related to plumbing, HVAC, construction, or similar service industries.

• Ability to troubleshoot basic issues related to scheduling, dispatching, or customer inquiries.

Additional Skills & Qualifications

• Previous HVAC dispatch experience.

• Experience working in or supporting plumbing, HVAC, construction, or call center environments.

• Experience with Lotus Notes.

• Experience with AS400 systems.

• Familiarity with Sugar or similar customer management or quoting systems.

• Strong organizational skills and the ability to maintain accurate customer and project files.

• Ability to build positive relationships with customers, vendors, and external partners.

Job Type & Location

This is a Contract to Hire position based out of Southfield, MI.

Pay and Benefits

The pay range for this position is $19.00 - $23.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Southfield,MI.

Application Deadline

This position is anticipated to close on May 21, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.