Senior Dispatcher

Harvey W. Hottel is Hiring a Senior Dispatcher!

Location: Gaithersburg, MD
Job Type: Full-Time (Monday – Friday, 7:30 AM – 4:00 PM)

Position Overview

Harvey W. Hottel, Inc. is seeking an experienced and detail-oriented Senior Dispatcher / Service Coordinator to support our Commercial HVAC Service Department. This role ensures operational efficiency by coordinating service schedules, managing technician routes, and maintaining strong communication between customers, technicians, and internal teams.

The ideal candidate will bring proven experience with Vista Service Management Software along with strong organizational and communication skills. Vista is central to our operations, and proficiency in this platform is required.

Key Responsibilities

• Utilize Vista software daily for scheduling, dispatching, invoicing, and account management.
• Coordinate and monitor service schedules (daily, weekly, monthly, annual) to ensure timely response.
• Dispatch service technicians while optimizing routes for efficiency.
• Deliver professional customer service via phone and email, managing updates and follow-ups.
• Resolve customer concerns professionally and escalate when necessary.
• Maintain accurate records of service calls, maintenance contracts, equipment, warranties, and quotes.
• Perform daily invoicing of service tickets, maintenance work, and quoted repairs.
• Monitor GPS software, verify payroll, and manage the on-call schedule.
• Serve as liaison between clients, technicians, and internal departments.
• Support management and field teams with documentation and scheduling needs.
• Perform other administrative tasks as assigned.

Must-Have

• Minimum of 3 years’ experience as a dispatcher, service coordinator, or related role in the commercial HVAC or mechanical services industry.
• Proficiency in Vista Service Management Software (required).
• Proficiency in Microsoft Office Suite (Excel, Outlook, Teams).
• Strong organizational, communication, and active listening skills.
• Ability to manage multiple priorities and adapt to changing demands in a fast-paced environment.

Nice-to-Have

• Knowledge of HVAC systems, terminology, and service operations.
• Bilingual (English/Spanish).
• Experience monitoring GPS software, verifying payroll, and managing on-call schedules.

• Paid Time Off
• 401(k) Retirement Plan
• Health Care Coverage
• Dental Insurance
• Vision Insurance
• Overtime Pay
• Sick Leave
• Bereavement Pay
• Growth Opportunities
• Regular Pay Reviews

About Harvey W. Hottel, Inc.

Founded in 1945, Harvey W. Hottel, Inc. is a third-generation, family-owned company with a long-standing reputation for excellence in the mechanical services industry. Our sustained growth reflects our commitment to professionalism, integrity, and customer-focused values.

We invite you to join our team and contribute to our continued success.