Dispatcher & Operations Assistant

Dispatcher & Operations Assistant

Location: Tualatin, OR Job Type: Full-Time

Company Overview

Reitmeier is a trusted leader in commercial HVAC services, providing reliable maintenance, repair, and emergency support throughout the Greater Portland metro area. We are known for our technical expertise, customer‑first approach, and commitment to operational excellence. Our team proudly serves a diverse portfolio of commercial clients with professionalism and integrity.

Position Summary

We are seeking a highly organized, self‑motivated Dispatcher & Operations Assistant to support the daily operations of our service department. This role is essential in coordinating communication between customers, technicians, and internal teams to ensure efficient workflow and exceptional service delivery. The ideal candidate thrives in a fast‑paced environment, communicates clearly, and brings a proactive, solutions‑focused mindset.

Key Responsibilities

Dispatch Coordination

• Lead daily technician scheduling, routing, and job prioritization.
• Monitor the live service schedule and make real‑time adjustments for cancellations, urgent requests, or delays.
• Use dispatch software to track job progress, technician updates, and status changes.
• Maintain clear and consistent communication with field technicians regarding assignments and logistics.

Customer Service & Communication

• Serve as a primary point of contact for inbound service requests and scheduling inquiries.
• Provide timely updates, confirmations, and appointment status information to customers.
• Follow up on incomplete or rescheduled work orders and assist with issue resolution.
• Deliver professional, courteous, and responsive customer service at all times.

Operational & Administrative Support

• Generate and manage work orders, service agreements, and job documentation.
• Accurately enter and maintain data in the CRM and dispatch systems.
• Assist with timecard reviews, permit tracking, and preparation of invoices or purchase orders.
• Maintain organized service records and ensure documentation meets internal standards.

Process Improvement & Project Support

• Support service department efficiency through process improvements and administrative projects.
• Help coordinate material deliveries and assist with parts ordering as needed.
• Collaborate with Service Managers and Operations on special assignments and departmental initiatives.

Qualifications

• High school diploma or equivalent required; associate degree or technical training preferred.
• 1–3 years of experience in dispatching, service coordination, or administrative support (HVAC, construction, or related trades strongly preferred).
• Very strong proficiency in Microsoft Excel, including data organization, reporting, and spreadsheet management.
• Proficient in Microsoft Office Suite (Outlook, Word); experience with Spectrum, Field Gateway, or similar dispatch platforms is a plus.
• Excellent verbal and written communication skills.
• Strong time‑management, multitasking, and organizational abilities.
• Self‑motivated with the ability to work independently and anticipate operational needs.
• Professional, dependable, and highly detail‑oriented.
• Comfortable working in a fast‑paced environment with significant responsibility.

Work Environment & Physical Requirements

• Office‑based role with frequent computer and phone use.
• Ability to sit for extended periods.
• Occasional light lifting (up to 25 lbs.).
• Requires strong attention to detail for data entry and schedule monitoring.

Schedule & Compensation

• Full-time, 40 hours per week
• Monday–Friday, 8‑hour day shifts
• Occasional overtime as needed
• In‑person role in Tualatin, OR 97062
• Pay range: $22.00 – $30.00 per hour, depending on experience

Benefits

• 401(k) with company match
• Comprehensive medical, dental, and vision insurance (with substantial employer contribution toward deductible)
• Flexible Spending