Service Dispatcher

2 weeks ago

Lake Crystal, Minnesota, United States Rabine Mechanical Solutions LLC Full time $60,000 - $90,000 per year

Summary/Objective

At Rabine Mechanical, we combine hands-on self-performance with a national partner network to deliver exceptional HVAC solutions. As Service Operations Coordinator, you'll be the backbone of our service operations—ensuring the right parts, equipment, and preparation are in place so our technicians can succeed and our customers can count on us.

The Service Operations Coordinator is a critical support role within our commercial HVAC service division. This position ensures service jobs are scheduled efficiently, materials and equipment are delivered on time, and technicians are supported with accurate job preparation and documentation. The Coordinator also handles parts ordering, service quote initiation, and deliveries of materials or scissor lifts to job sites. Forklift operation and the ability to assist with shop organization are essential.

Essential Functions


Scheduling & Coordination
  • Add and update service jobs on the      schedule to ensure timely technician dispatch.
  • Communicate with technicians and      account managers to confirm job readiness.
  • Monitor daily schedule changes and      reassign resources as needed.
Parts & Equipment Management
  • Prepare and place parts orders with      vendors; track orders for accuracy and timely arrival.
  • Stage and organize parts in the      shop for technician pickup.
  • Deliver materials, parts, and      scissor lifts to job sites as needed.
  • Operate a forklift to load/unload      and organize shop equipment and inventory.
Job & Quote Preparation
  • Review technician reports and work      orders to capture accurate scope of work.
  • Start service quotes and coordinate      with sales/estimating for completion.
  • Upload and maintain job and asset      details in company software (e.g., BuildOps).
Operational Support
  • Ensure accurate job documentation      and maintain organized records.
  • Support field staff by reducing      downtime through proactive job preparation.
  • Identify and escalate issues that      may delay jobs or impact customer satisfaction.

Requirements

Qualifications:

  • 2+ years in service coordination, dispatch, or operations support (HVAC/mechanical industry preferred).
  • Valid driver's license with clean driving record.
  • Forklift certified (or willing to become certified).
  • Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
  • Excellent communication skills, written and verbal.
  • Experience with service management software (BuildOps, ServiceTitan, or similar) a plus.
  • Basic HVAC knowledge and terminology familiarity preferred.

Key Competencies

  • Detail-Oriented: Accuracy in scheduling, ordering, and quoting.
  • Hands-On: Willing to handle deliveries and shop support as needed.
  • Problem Solver: Anticipates issues and provides proactive solutions.
  • Team Player: Works collaboratively with technicians, vendors, and leadership.
  • Adaptable: Thrives in a fast-changing service environment.

Performance Metrics

  • Jobs scheduled and dispatched on time.
  • Parts and equipment delivered accurately and on schedule.
  • Quotes initiated within set turnaround standards.
  • Shop and equipment maintained in an organized, safe manner.
  • Positive feedback from technicians, operations, and customers.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Work Environment

This job operates in a professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands 

This is largely a sedentary role. This role requires the individual to express or exchange ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly. This role requires the individual to make substantial movements (motions) of the wrists, hands, and/or fingers often. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading. 

Position Type and Expected Hours of Work

Full time – 40 hours per week

Travel

Up to 15% travel is required for this role.

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