Service Dispatch / Coordinator
Midwest Mechanical Supply IncMinneapolis, MN
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Job Description
Job Title: Service Dispatch / CoordinatorJob Location: Minneapolis MNFLSA Status: ExemptThis is a FULL-TIME positionOverview:
Midwest Mechanical Solutions is a manufacturer’s representative of some of the best-known brands in the commercial HVAC market. At MMS, strong relationships, creative solutions, and an upbeat company culture is what makes us successful. As a Top Workplace employer, we strive to find passionate and innovative people who are eager to share our goals.
Midwest Mechanical Solutions mission statement:
Creating lifelong relationships & projects we can be proud of through creatively applied HVAC solutionsCheck out our website here: Home - MMS
Job description:The Service Administrator plays a critical role within the MMS Service Department, supporting all service operations to ensure efficient scheduling, communication, and workflow management. This position works closely with the Service Manager, technicians, and the sales team to ensure customer expectations are met and service deliveries are completed accurately and on time. This role requires a proactive individual with exceptional organization, communication, and problem-solving skills, someone who can manage multiple priorities in a fast-paced, service-oriented environment. Essential Duties and Responsibilities:- Coordinate, schedule, and dispatch technicians for installation, startup, warranty, and service work.
- Serve as the central point of contact between customers, field technicians, and internal stakeholders.
- Communicate upcoming work schedules and job details via email, phone, and text.
- Update technician work assignments and job statuses using service management software.
- Process completed work orders, generate customer invoices, and ensure timely billing.
- Track and reconcile accounts payable and receivable related to service work.
- Manage inventory needs and coordinate material procurement for active projects.
- Monitor open work orders to ensure timely completion and documentation.
- Manage warranty claims, returns, and communication with manufacturers as needed.
- Conduct post-job follow-up with customers to confirm satisfaction and address any issues.
- Support process improvement initiatives and provide administrative support to the Service Manager.
- Perform additional administrative duties as assigned to support department efficiency.
- High school diploma or equivalent required; Associate’s degree preferred.
- Minimum of 3 years of experience in the HVAC industry, preferably in a service coordination, dispatch, or administrative capacity.
- Proficiency with Microsoft Office Suite (Outlook, Excel, Word).
- Strong written and verbal communication skills.
- Exceptional organizational skills and attention to detail.
- Ability to manage multiple priorities independently.
- Strong interpersonal skills with the ability to collaborate effectively across teams.
- Must demonstrate MMS Core Values: driven and self-motivated, can-do attitude, team player, customer driven, do what’s right and accountable
- 401(k) with employer match (immediate vesting)
- Medical – HDHP & PPO options
- Dental
- HSA with employer matching contributions
- FSA & Limited FSA
- Vision
- Employer paid life/AD&D insurance
- Voluntary life insurance plans
- Paid Family Leave
- PTO
- Paid Company Holidays – 10 Days
- Employer paid short-term disability
- Long-term disability
- Referral Bonus Opportunities
- Other voluntary fringe benefits
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