Dispatcher/ Admin Assistant

Position Summary

We 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 Responsibilities

Dispatching & Scheduling

• Schedule and dispatch HVAC and plumbing service technicians for service calls, maintenance, and emergency requests
• Optimize technician routes to maximize efficiency and response time
• Monitor technician progress and adjust schedules as needed throughout the day
• Communicate job details, updates, and changes to field staff in real time

Customer Communication

• Serve as the primary point of contact for incoming service requests (calls/emails)
• Provide customers with scheduling confirmations, updates, and ETAs
• Handle customer inquiries and resolve scheduling issues professionally

Administrative Support

• Enter and maintain accurate service tickets, work orders, and customer records in Procore / ERP system
• Assist with invoicing preparation, time tracking, and job documentation
• Maintain organized records of service calls, contracts, and maintenance agreements
• Support the Service Manager with reporting and general administrative tasks

Coordination & Operations

• Work closely with Service Manager to prioritize workload and urgent requests
• Track open work orders and ensure timely completion and close-out
• Assist in managing preventative maintenance schedules and recurring service contracts
• Help ensure technicians have necessary job information, materials, and documentation

Qualifications

Required

• 2+ years of dispatching, scheduling, or administrative experience (construction/service industry preferred)
• Strong organizational and multitasking skills
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office (Excel, Outlook, Word)
• Ability to work in a fast-paced, team-oriented environment

Preferred

• Experience in HVAC, plumbing, or mechanical service industry
• Familiarity with dispatching or service software (e.g. Procore, Acumatica)
• Basic understanding of service workflows and technician scheduling

Key Competencies

• Time management and prioritization
• Problem-solving and adaptability
• Attention to detail
• Customer service mindset
• Team collaboration

Benefits

• Competitive salary

• Health insurance

• 401(k) with company match

• Paid time off and holidays

• Continuing education and professional development support

Company Overview

5F 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.