Dispatcher/ Admin Assistant

Position SummaryWe are seeking a highly organized and proactive Dispatcher / Administrative Assistant to support our HVAC and Plumbing Service Division. This role is responsible for coordinating daily service operations, dispatching technicians, and providing administrative support to ensure efficient scheduling, communication, and customer satisfaction.The ideal candidate thrives in a fast-paced environment, can multitask effectively, and communicates clearly with both field technicians and customers.Key ResponsibilitiesDispatching & SchedulingSchedule and dispatch HVAC and plumbing service technicians for service calls, maintenance, and emergency requestsOptimize technician routes to maximize efficiency and response timeMonitor technician progress and adjust schedules as needed throughout the dayCommunicate job details, updates, and changes to field staff in real timeCustomer CommunicationServe as the primary point of contact for incoming service requests (calls/emails)Provide customers with scheduling confirmations, updates, and ETAsHandle customer inquiries and resolve scheduling issues professionallyAdministrative SupportEnter and maintain accurate service tickets, work orders, and customer records in Procore / ERP systemAssist with invoicing preparation, time tracking, and job documentationMaintain organized records of service calls, contracts, and maintenance agreementsSupport the Service Manager with reporting and general administrative tasksCoordination & OperationsWork closely with Service Manager to prioritize workload and urgent requestsTrack open work orders and ensure timely completion and close-outAssist in managing preventative maintenance schedules and recurring service contractsHelp ensure technicians have necessary job information, materials, and documentationQualificationsRequired2+ years of dispatching, scheduling, or administrative experience (construction/service industry preferred)Strong organizational and multitasking skillsExcellent verbal and written communication skillsProficiency in Microsoft Office (Excel, Outlook, Word)Ability to work in a fast-paced, team-oriented environmentPreferredExperience in HVAC, plumbing, or mechanical service industryFamiliarity with dispatching or service software (e.g. Procore, Acumatica)Basic understanding of service workflows and technician schedulingKey CompetenciesTime management and prioritizationProblem-solving and adaptabilityAttention to detailCustomer service mindsetTeam collaborationBenefits• Competitive salary• Health insurance• 401(k) with company match• Paid time off and holidays• Continuing education and professional development supportCompany Overview5F Mechanical Group Inc. is a Central Texas based mechanical and process construction firm specializing in the fabrication/installation and maintenance of a variety of process/pressure/high-purity piping systems, sanitary plumbing (domestic water/waste) and HVAC/exhaust ventilation systems. 5F also is a regional leader in the manufacturing of galvanized and stainless-steel sheet metal and ductwork.While our Commercial/Industrial capabilities are well-diversified, 5F excels greatly in markets such as Healthcare, Laboratory, Pharmaceutical, Government Facilities, Distillery/Brewery Facilities, Primary/Higher Education as well as Data Centers and Semiconductor/Microelectronic applications.It is our mission to provide top-tier quality and performance along with creative and innovative solutions while creating and cultivating lasting relationships with our clients and customers. Nothing is more important to 5F than making sure the needs of our customers are met or exceeded.