Resource Coordinator - Commercial HVAC

Hunton Services is seeking a highly organized and detail-oriented Commercial HVAC Resource Coordinator / Dispatcher to support our service operations team. This role is responsible for dispatching commercial HVAC technicians, coordinating daily schedules, managing customer communications, and processing service invoices. The ideal candidate thrives in a fast-paced environment, communicates effectively, and ensures the smooth execution of service work from scheduling through to billing.

Come work for an industry leader that has been recognized both locally and nationally as one of Top Places to Work!

Key Responsibilities:

• Dispatching & Scheduling
• Coordinate and dispatch HVAC service technicians to commercial job sites based on workload, skillset, location, and priority.
• Monitor technician status and job progress throughout the day using dispatching software.
• Adjust schedules as needed due to emergency calls, cancellations, or delays.
• Track time-on-site, job completion, and technician availability to ensure optimal resource utilization.

Customer & Technician Communication:

• Serve as the main point of contact between customers and field personnel.
• Confirm service appointments and communicate ETAs and updates to customers.
• Respond promptly to urgent service requests, ensuring a timely response from technicians.
• Communicate job scope, client-specific requirements, and safety protocols to field staff.

Administrative & Invoicing Duties

• Review and process completed work orders for accuracy and completeness.
• Generate and submit invoices to clients based on service work performed, time, and materials used.
• Reconcile discrepancies in technician timesheets, materials, and work order documentation.
• Coordinate with the accounting team to ensure timely billing and resolve invoicing issues.
• Track open jobs and follow up on pending work orders or client approvals.

Operational Support:

• Maintain daily dispatch logs and update job statuses in the field service management system.
• Prepare and distribute daily technician schedules and performance reports.
• Assist with warranty claims, parts returns, and documentation requirements for commercial contracts.
• Support service contract management by tracking PM schedules and renewals.

Qualifications:

• Associate's degree or relevant technical training preferred.
• Must be authorized to work in the United States.
• Minimum 2 years of experience in HVAC, commercial service dispatch, or field coordination.
• Knowledge of commercial HVAC systems and terminology is highly preferred.
• Proficiency in Microsoft Outlook, Excel, and Word.
• Knowledge of dispatch and service management software (e.g., WennSoft, Service Titan, or similar) a plus.
• Strong data entry and administrative skills; experience with invoicing systems a plus.
• Excellent verbal and written communication skills.
• Ability to multitask and prioritize in a fast-paced commercial service environment

Preferred Skills:

• High attention to detail and accuracy in billing and scheduling.
• Customer service-focused with a solutions-oriented mindset.
• Able to remain calm under pressure and adjust plans on the fly.

Working Conditions:

• Office-based with regular use of computer, phone, and dispatching tools.
• Occasional extended hours during peak seasons or emergency service periods.
• Collaborative environment with operations, field staff, and accounting.

Success Metrics:

• Timely and efficient technician dispatching
• Accuracy and timeliness of service invoicing
• Customer satisfaction and communication quality
• Minimal job delays or rescheduling due to dispatch issues
• Support of revenue capture through accurate job documentation and billing

Why Join Hunton Services?

• Competitive compensation and benefits package.
• Opportunities for professional growth and advancement.
• Supportive and team-oriented work environment.
• Recognition as a Top Workplace by local and national organizations.