Service Coordinator / Administrative Specialist

Job Description Weiss Air Conditioning & Plumbing is seeking a versatile Service Coordinator / Administrative Specialist to serve as the operational backbone of our office. This isn't just a data entry job we need a "Trades Admin" who understands the flow of HVAC and plumbing service calls and can manage the complex logistics of a busy service department.In this role, you will work directly with the Lead Dispatcher, providing essential support and serving as their primary backup. You'll bridge the gap between our field technicians and our office operations, ensuring that both our customers and our crew have exactly what they need to succeed even during peak demand or lead absence.ResponsibilitiesDispatch Backup & Support: Work side-by-side with the Lead Dispatcher to manage daily schedules and step in as the primary point of contact for technician routing when needed.Logistics & Scheduling: Assist in managing high-volume daily schedules for HVAC and plumbing technicians, ensuring maximum route efficiency.Invoicing & Financial Accuracy: Generate and review technician invoices for accuracy, ensuring all parts, labor, and diagnostic fees are correctly billed before closing out jobs.Payment Processing: Assist in processing customer payments and managing basic accounts receivable tasks.Customer Relations: Act as the primary professional point of contact for appointment confirmations, arrival updates, and service delays.Database Management: Maintain and update precise customer records, job notes, and service history within our management software.Maintenance Program Support: Take ownership of our maintenance plan memberships, proactively scheduling seasonal visits and tracking fulfillment.Administrative Oversight: Ensure all job information is accurately captured for billing and follow-up purposes.QualificationsTrades Background (Required): Minimum of 2+ years of administrative or dispatch experience specifically within the HVAC, Plumbing, or Electrical industries.Technical Savvy: High comfort level with service management platforms; experience with Housecall Pro is a significant advantage.Organizational Mastery: Exceptional multitasking skills with the ability to manage multiple schedules and priorities in a fast-paced environment.Communication: Strong verbal and written skills, with the ability to remain calm and professional under pressure.ScheduleHours: Monday through Friday, 7:30 AM – 4:30 PMOvertime may be required during peak seasons.Participation in an alternating on-call monthly rotation is required.BenefitsWe believe in taking care of the people who take care of our customers.IRA retirement plan with 3% company matchHealth, dental, and vision insuranceGap medical coverageAccident insuranceShort-term disability coveragePaid time offCompetitive hourly payEmployee-centered culture with events such as crawfish boils, BBQ days, snow cone days, and recognition awardsAbout Weiss Air Conditioning & PlumbingWeiss Air Conditioning & Plumbing proudly serves Montgomery, The Woodlands, Conroe, Magnolia, and surrounding communities. Our team is built around professionalism, reliability, and providing outstanding HVAC and plumbing service to our customers.Growth OpportunityOur Commitment to Your Growth We aren't looking for a "clock-puncher." We want a tech-savvy administrative professional who is hungry to learn the ins and outs of the trades. At Weiss, we lean heavily into automation and modern service tech—if you are the type of person who loves finding a "better way" to do things, you will thrive here. We provide direct mentorship under our Lead Dispatcher and clear paths for advancement.Company Description Weiss Air Conditioning & Plumbing is looking for motivated, dependable team players to join our growing crew. We take pride in our work, treat customers right, and believe hard work should be recognized. If you're looking for a place where your effort matters, your voice is heard, and your career can grow, you'll feel right at home here. Company Description Weiss Air Conditioning & Plumbing is looking for motivated, dependable team players to join our growing crew. We take pride in our work, treat customers right, and believe hard work should be recognized. If you're looking for a place where your effort matters, your voice is heard, and your career can grow, you'll feel right at home here.