Dispatcher/ Office Coordinator

Job Description

Job Description

Benefits:

• Bonus based on performance
• Company car
• Paid time off

Dispatcher / Office Coordinator
We are seeking a dependable, organized, and proactive Dispatcher / Office Coordinator to support daily operations, coordinate field technicians, manage incoming work, and maintain accurate scheduling and job documentation. The ideal candidate is comfortable working in a fast-paced environment, communicating with tenants, clients, managers, and technicians, and prioritizing multiple tasks throughout the day.
Key Responsibilities
New Work & Job Intake

• Accept and process all new work orders as the first priority.
• Review incoming jobs and notify management when clarification or approval is needed before accepting or scheduling work.
• Enter all new jobs into the company scheduling system and Excel tracking spreadsheet.
• Verify job numbers and customer information for accuracy.
• Contact tenants to coordinate initial scheduling and document all contact attempts in the appropriate client portals.

Scheduling & Dispatch

• Prioritize scheduling for the next business day.
• Monitor technician schedules 
• Review approved work descriptions and estimate anticipated onsite times when building schedules.
• Schedule technicians geographically whenever possible to minimize unnecessary travel time.
• Maintain accurate scheduling notes and updates in client portals.
• Complete scheduling responsibilities when management is out of the office and escalate issues to the next person in command when necessary.

Customer Follow-Up & Reviews

• Contact satisfied tenants to request customer reviews using the company-provided email template.
• Immediately notify management of any customer complaints or dissatisfaction.

General Office Support

• Answer incoming calls and direct them to the appropriate department or team member.
• Assist managers with administrative and operational duties as assigned.
• Collect truck reports and technician time sheets during morning meetings.
• Ensure field paperwork and office supplies are properly stocked.
• Help maintain a clean, organized, and professional office environment.

Ideal Candidate

• Excellent organizational and time-management skills.
• Strong communication and customer-service skills.
• Able to prioritize tasks and work efficiently under pressure.
• Comfortable communicating with technicians, tenants, clients, and management.
• Detail-oriented with strong documentation and data-entry skills.
• Able to make sound scheduling decisions and recognize when an issue should be escalated.
• Reliable, professional, and willing to take initiative.
• Previous dispatching, scheduling, property maintenance, construction, plumbing, HVAC, or office coordination experience is a plus.

What We’re Looking For
This position is ideal for someone who can stay organized, think ahead, communicate clearly, and keep the field team moving efficiently . The Dispatcher / Office Coordinator plays an important role in ensuring new work is accepted promptly, technicians remain productive, customers are contacted, and all job information stays accurate and up to date.