Job Description

: Office Manager/Dispatcher

HVAC & Refrigeration Company

Location: Red Deer

Employment Type: Full-Time

Reports To: General Manager / Owner

About Us

We are a fast-paced, customer-focused HVAC and refrigeration service company specializing in commercial and residential installation, maintenance, and emergency repairs. We pride ourselves on rapid response times, technical excellence, and exceptional client satisfaction.

Position Overview

The Office Manager/Dispatcher serves as the central hub of daily operations, managing administrative functions while coordinating field technicians to ensure seamless service delivery. This dual-role position requires strong organizational skills, quick decision-making, and a calm demeanor under pressure.

Key Responsibilities

Dispatch & Scheduling

Answer incoming service calls (phone, email, web forms) and prioritize emergency requests Assign technicians based on skill set, location, urgency, and workload using dispatch software (Jobber) Optimize daily routes to minimize travel time and fuel costs Provide real-time updates to customers on technician ETA and job status Handle rescheduling, cancellations, and same-day add-ons efficiently
Office Management

Oversee front-office operations including mail, supplies, and office equipment Manage accounts receivable: generate invoices and quotes, process payments, follow up on past-due accounts Maintain accurate customer records, service history, and equipment databases Coordinate with vendors for parts ordering and inventory tracking Prepare payroll timesheets
Customer Service

Serve as the primary point of contact for clients, ensuring professional and courteous communication Resolve customer complaints promptly and escalate when necessary Follow up post-service to confirm satisfaction and request reviews
Team Support

Onboard new technicians (uniforms, paperwork, system access) Organize safety meetings, training sessions, and certification tracking Assist with permit applications and compliance documentation
Qualifications

Required

3+ years experience in office management and dispatch/coordination (HVAC industry preferred) Proficiency with dispatch software and Sage 50 Excellent phone etiquette and multitasking ability in high-call-volume environments Strong geographical knowledge of central Alberta for efficient routing Valid driver's license and clean background check
Preferred

Familiarity with HVAC equipment, terminology, and warranty processes
Skills & Attributes

Calm under pressure - able to prioritize emergencies while maintaining accuracy Tech-savvy - quick learner of new software and mobile apps Detail-oriented - catches billing errors and scheduling conflicts before they impact service Professional - represents the company brand in every interaction
Schedule & Compensation

Monday-Friday 8:00 AM - 5:00 PM
Job Type: Full-time

Pay: From $25.00 per hour

Expected hours: 40 per week

Work Location: In person