Dispatcher/Administrative Coordinator

2 weeks ago

Burnaby, British Columbia, Canada Atwell Talent Full time

Dispatcher/Administrative Coordinator

60-80K

Burnaby, BC

About Atwell Talent

Atwell Talent is a National Recruitment Agency that specializes in connecting top talent with exceptional companies across Canada. We focus on permanent recruitment, offering full-cycle support from the first hello to the final handshake.

Our mission is simple: to make hiring feel less like a chore and more like a game-changer. With our expertise in recruitment and a knack for finding those hidden gems, we aim to elevate your recruitment experience and help you build teams that thrive. Whether you're an employer looking to grow your dream team or a candidate ready for the next chapter, we're here to make it happen.

About our client

Our client is a growing HVAC company with big targets, and they're looking for a
Dispatcher/ Administrative Coordinator
who's ready to grow with them.

They're looking for someone with
5+ years of experience
in a similar position, ideally within the HVAC or skilled trades industry. You should be confident managing multiple priorities, communicating clearly, and helping refine internal processes.

Position Summary

Daily Operations

  • Prepare and send Customer Experience Reports each morning, summarizing work completed the previous day (target: within 24 hours).
  • Schedule and dispatch HVAC technicians for service, installation, and maintenance calls using BuildOps.
  • Monitor technician progress and update schedules to accommodate urgent calls or changes.
  • Communicate clearly with clients and field staff to ensure timely and professional service delivery.

Administrative & Financial

  • Turn field-made recommendations into formal quotes and send them to clients for approval.
  • Create, review, and send invoices through BuildOps.
  • Develop and manage maintenance proposals and service agreements for existing and new customers.
  • Build and maintain Excel spreadsheets to track service data, contracts, and performance metrics.
  • Manage daily time tracking for payroll and ensure accuracy of technician hours.
  • Order and track filters and consumable parts for maintenance contracts.
  • Follow up on overdue invoices and coordinate with clients to resolve outstanding payments.

Team & Client Coordination

  • Maintain accurate documentation for all jobs, quotes, and service reports.
  • Support the Service Manager and technicians with scheduling, documentation, and parts coordination.
  • Communicate proactively with customers and uphold their commitment to professionalism and reliability.

Qualifications

  • 5+ years of experience in a dispatching, service coordination, or administrative role, preferably within an HVAC, plumbing, or similar trades environment.
  • Previous experience using BuildOps software is a major asset (all scheduling, dispatching, quoting, invoicing, and reporting is managed through BuildOps).
  • Excellent organizational, time management, and multitasking skills.
  • Strong communication and customer service abilities.
  • Proficient with Microsoft Office, especially Excel.
  • High attention to detail with the ability to work independently and make sound decisions in a fast-paced environment.
  • A proactive, growth-minded attitude, you look for ways to improve processes and contribute to company success.

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