Scheduling and Dispatch Assistant

Job Summary:
We're glad to be hiring an organized and proactive Dispatcher and Admin Assistant to support the daily operations of a growing field-service business. In this role, you will coordinate technician schedules across multiple job sites, prepare the team for the next day's work, respond to incoming leads, send quotes, confirm bookings, and issue customer invoices. You will work alongside a CRM system that automates part of the customer communication flow, stepping in wherever a human touch is needed. The ideal candidate has hands-on dispatching and CRM experience, communicates clearly in English, and takes ownership of keeping operations running smoothly.

Key Responsibilities:

• Coordinate and schedule technician teams across multiple job sites and communities
• Prepare daily and multi-day job schedules so field teams are ready for each site
• Respond to incoming customer leads and enquiries in a timely, professional manner
• Prepare and send quotes to customers based on established pricing guidelines
• Confirm bookings and enter jobs into the company calendar
• Monitor CRM activity and take over conversations or tasks the system cannot complete
• Create and send invoices to customers and follow up as needed
• Maintain accurate customer, job, and pricing records in the CRM
• Support the owners with general administrative tasks as the role develops
• Handle customer phone calls as the role grows and confidence builds

Mandatory Skills:

• Proven experience in dispatching or scheduling for a service-based business (HVAC, plumbing, electrical, cleaning, or similar field services)
• Hands-on experience managing a CRM (lead handling, quoting, calendar/booking management)
• Experience preparing invoices and quotes for customers
• Strong written and spoken English with clear, professional communication
• Ability to prioritize and coordinate multiple jobs and teams at once
• Reliable, detail-oriented, and able to work independently
• Comfortable working in a fast-paced environment with shifting daily priorities

Preferred Skills:

• Experience with HVAC or air conditioning service businesses
• Familiarity with AI-assisted or automated CRM workflows
• Experience with invoicing or accounting tools
• Comfort making and receiving customer phone calls
• Experience working directly with business owners in a small, hands-on team
• Ability to manage multiple projects simultaneously

Why Join Us:
You'll join a busy, growing business where your work directly keeps the operation moving. We're a small, owner-led team that values people who take initiative, think ahead, and communicate clearly. There is real room to grow here, both in hours and in responsibility, as the business expands.