heating, ventilation and air conditioning (HVAC) systems specialist

Job Description Job Description HVAC Service Dispatch Specialist Location: Mississauga, ON | Industry: Commercial HVAC/Mechanical Software: Jonas Construction Software, Microsoft Suite, Adobe, AI Tools Job Summary We are seeking a highly organized, tech-savvy HVAC Service Dispatch Specialist to support our service operations team. In this role, you will be the "Air Traffic Controller" of our field operations-leveraging Jonas Construction Software, the Microsoft Suite, and AI tools to ensure our daily operations run at peak efficiency. This position is central to maintaining excellent customer satisfaction and keeping our technical team moving through the GTA with precision. Key Responsibilities 1. Strategic Dispatch & Logistics Fleet Coordination: Schedule and dispatch HVAC technicians for service and repairs based on response time, technician skill set, and job priority. Proactive Communication: Confirm appointments with customers, provide real-time ETA updates, and manage inquiries via a multi-line phone system with professional etiquette. Schedule Distribution: Prepare and distribute weekly technician schedules and send end-of-day updates via email to maintain team alignment. 2. Financial & Data Administration Jonas ERP Management: Set up new customers, suppliers, and contractors in the system; create internal work orders and accurately file all billing documentation. Payroll & Procurement: Perform weekly payroll data entry and manage shipping/receiving documentation for parts and equipment to ensure data integrity. Quotations: Collaborate with internal teams to prepare and distribute professional customer quotations. 3. Advanced Workflow Optimization Software Proficiency: Utilize the Microsoft Suite of products (Excel, Outlook, Word) and Adobe to facilitate the rapid delivery of documentation and clear communication between internal and external staff. AI Implementation: Leverage AI tools (e.g., ChatGPT, Copilot) to draft communications, summarize technician field notes, and optimize administrative workflows for faster delivery. Qualifications Industry Experience: Minimum 2 years in the Commercial HVAC industry (or a similar mechanical trade). Software Mastery: Advanced-level use of the Microsoft Suite of products and Adobe for professional document management. Experience using Jonas Construction Software is highly preferred. AI Literacy: Demonstrated ability or strong desire to use AI tools to enhance speed and accuracy in daily tasks. Communication: Excellent phone etiquette and interpersonal skills; able to manage a fast-paced environment with high attention to detail. Data Proficiency: Accurate data entry skills with strong typing proficiency to support payroll and billing functions. Compensation & Perks Professional Stability: Full-time, year-round work in a growing commercial service firm.