Lead Dispatch Coordinator

JOB TITLE

Dispatcher + Operations Admin

JOB SUMMARY

The Dispatcher + Operations Admin position is responsible for efficiently managing

and coordinating technicians and resources to provide timely and effective

service to customers. This involves scheduling appointments, assigning tasks

based on urgency, location, and available resources, and optimizing routes for

technicians to maximize efficiency. This role also communicates directly with

customers, sales reps and technicians, addressing inquiries, resolving issues, and

ensuring smooth service delivery.

KEY RESPONSIBILIES

§ Answer + Direct Phone Calls

§ Receive, Process + Update Work Order Requests

§ Schedule + Dispatch Technicians

§ Assess + Monitor Routes, Traffic Patterns + Weather Conditions

§ Communicate with Field Staff to Provide Instructions + Updates

§ Resolve Customer Inquiries, Issues or Delays in Professional Manner

§ Provide Administrative Support for the Operations Department

§ Collaborate with Other Departments to Ensure Seamless Operations

QUALIFICATIONS

§ High School Diploma or Equivalent (Additional Training + Certifications a Plus)

§ Strong Communication, Problem Solving + Organization

§ Ability to Multitask and Work in Faced Paced Environment

§ Proficiency with Computers and Microsoft Office

§ Previous Experience in Dispatching, Logistics or Customer Service Preferred

§ Basic Knowledge of Trade or Service Work PreferredDISPATCHER + OPERATIONS ADMIN SPECIFIC JOB DUTIES

§ Answer and Direct Phone Calls, and Distribute Voicemails

§ Gather Sales Lead Information and Distribute to Sales Reps

§ Create and Update Customers (Both in Field Edge + HubSpot)

§ Create Work Orders + Convert Accepted Quotes into Work Orders

§ Maintain and Update Work Order Report Spreadsheet

§ Update Work Order Status as Needed (i.e. Down Payment Received, Parts

Received and Location)

§ Create and Monitor Monthly Service Orders (Ensure Maps / Drive-By Reports

are Attached to Work Order)

§ Create and Send Out Invoices as Needed

§ Process Credit Card Payments and Email Receipts with Invoice Number to

Accounting for Syncing

§ Schedule Work Orders, Return Trips and Back Orders

§ Ensure that HLWT Events, Holidays, Meetings and Time-Off Requests are in the

Schedule to Minimize Service Conflicts

§ Confirm Schedule Dates with Customers as Needed (i.e. Residential

Customers)

§ Order / Reserve Equipment Rentals as Needed

§ Return Parts Request Sheets to Sales Reps Once Work Order is Updated or

Scheduled

§ Track Technician Status, Location + Progress

§ Attend Weekly Production Meeting to Review Next Week’s Jobs

§ Obtain Insurance Certificates as Needed

§ Scan and Upload Technician Time Logs to Dropbox

§ Maintain and Order Office Supplies

§ Maintain and Order Costco Snacks and Supplies

§ Maintain Company Contact List

§ Create + Maintain Employee Information in Field Edge

§ Coordinate Birthday Celebration Desserts

§ Send and Distribute Mail

§ Water Plants

Job Type: Full-time

Pay: $20.00 - $28.00 per hour

Benefits:

Schedule:

Ability to Commute:

Ability to Relocate:

Work Location: In person