Operations & Dispatch Coordinator

Dispatch & Operations Coordinator

Are You the Person Who Loves Organized Chaos?

Trenchless Today is looking for a highly organized, fast-paced Dispatch & Operations Coordinator to keep our installation and service teams moving efficiently every day.

This is not a traditional office job.

Every morning, you will be responsible for ensuring crews are prepared, dispatched, accountable, and productive. You'll coordinate technicians, customers, schedules, equipment, and project changes while making dozens of real-time decisions throughout the day.

The ideal candidate thrives under pressure, loves solving problems, notices details others miss, and can confidently hold technicians accountable when standards are not met.

If you enjoy being the person who keeps everything running smoothly while others panic, this may be the perfect role for you.

Position Summary

The Dispatch & Operations Coordinator serves as the central communication hub between customers, technicians, project managers, and leadership.

This role is responsible for ensuring all jobs are prepared, technicians are dispatched efficiently, customer communication is maintained, schedules are optimized, and company processes are followed.

The successful candidate will manage a constantly changing schedule while maintaining a high level of accuracy, urgency, and professionalism.

Primary Responsibilities

Morning Dispatch Operations

• Conduct daily technician readiness review

• Verify all crews are prepared for scheduled work

• Ensure technicians understand their assignments before departure

• Confirm labor, equipment, materials, permits, and access requirements are in place

• Dispatch crews efficiently each morning

• Resolve issues that may delay production

Technician Accountability

• Review previous day's paperwork for completeness

• Verify all required forms have been submitted

• Confirm photos and videos have been uploaded

• Ensure technician notes are accurate and complete

• Follow up immediately on missing documentation

• Hold technicians accountable to company processes

Scheduling & Production Management

• Manage daily and weekly production schedules

• Reschedule jobs when weather, customer requests, emergencies, or production issues occur

• Optimize routes and technician utilization

• Balance workload between crews

• Identify opportunities to maximize production efficiency

• Adjust schedules throughout the day as conditions change

Customer Communication

• Notify customers when crews are en route

• Communicate schedule changes professionally

• Confirm appointments

• Handle customer concerns related to scheduling

• Coordinate project updates as needed

CRM & Administrative Management

• Maintain accurate job records

• Update schedules in ServiceTitan and company software systems

• Enter notes, documentation, and project updates

• Track job progress and completion status

• Ensure data accuracy across all platforms

Operations Support

• Coordinate with project managers and leadership

• Assist with emergency scheduling situations

• Monitor production throughout the day

• Identify scheduling conflicts before they become problems

• Support company growth through efficient operational planning

Required Skills & Qualifications

Must Have

• Exceptional organizational skills

• Strong attention to detail

• Ability to multitask in a fast-paced environment

• Strong communication skills

• Ability to remain calm under pressure

• Strong computer skills

• Experience using CRM and scheduling software

• Ability to make decisions quickly

• High level of personal accountability

Preferred

• ServiceTitan experience

• Dispatch experience

• Home service experience

• Construction scheduling experience

• Operations coordination experience

• Project coordination experience

The Ideal Candidate

You may be a great fit if...

✔ You enjoy solving problems all day long

✔ You can manage multiple priorities without becoming overwhelmed

✔ You are comfortable holding technicians accountable

✔ You notice small details others miss

✔ You move quickly without sacrificing accuracy

✔ You thrive in a constantly changing environment

✔ You enjoy being the person who keeps everything organized

✔ You can rearrange a schedule like a puzzle and make it work

✔ You take ownership rather than making excuses

✔ You don't need constant supervision

Performance Expectations

Success in this role will be measured by:

• Crews leaving on time each morning

• Schedule efficiency

• Technician compliance with paperwork requirements

• Customer communication standards

• Reduction in scheduling errors

• Accurate CRM records

• Production capacity utilization

• Low number of missed appointments

• Job readiness before dispatch

Compensation

• Competitive salary based on experience

• Performance bonus opportunities

• Paid Time Off

• Health Benefits

• Ongoing training and development