Operations Support Specialist Service Coordinator / Dispatch & Billing

Job Description

Job Description

VIP staffing is Immediately hiring a – Service Coordinator / Dispatch & Billing

Department: Business Operations

Location: Albuquerque, NM

Pay: $20-$22

Schedule- Monday-Thursday 8am- 5pm and Friday 8am-4pm

Reports To: Area/Branch Service Manager

Position Summary- As a Service Coordinator/Dispatch & Billing you will:

VIP Staffing is currently recruiting for two experienced Operations Support Specialist, who will support branch operations by coordinating service dispatch, managing work order workflows, supporting technicians, and overseeing billing processes. This role plays a critical part in ensuring service efficiency, accurate documentation, and timely invoicing while maintaining strong communication with technicians, service managers, and customers.

Key Responsibilities – Service Coordination & Dispatch

1. Review and manage open and unassigned work orders.
2. Create work orders in the system as needed and ensure accuracy of information.
3. Assign technicians based on priority, availability, and workload.
4. Coordinate daily schedules and dispatch activities.
5. Pre-schedule work for upcoming weeks to support operational efficiency.
6. Manage technician requests and provide ongoing field support.
7. Ensure accurate time and material entries in service systems.
8. Handle incoming calls, emails, and customer service inquiries.
9. Communicate service status updates and return ETA to customers.
10. Escalate issues to service managers as needed.

Parts & Purchasing

1. Issue and receive purchase orders.
2. Monitor open purchase orders and follow up as required.
3. Coordinate parts and equipment needs for suspended or pending jobs.

Warranty & Compliance

1. Verify warranty calls and manage warranty submissions.
2. Handle required environmental or compliance paperwork.
3. Attach necessary documentation to work orders.
4. Submit reports to customers or regulatory portals as required.

Billing & Invoice Management

1. Review open calls and validate technician notes, parts usage, and supporting documentation.
2. Confirm customer readiness for billing.
3. Identify work orders requiring managerial review or correction.
4. Generate, review, and send invoices accurately and timely.
5. Respond to invoice rejections and coordinate corrections with technicians or administrative staff.
6. Ensure billing accuracy for time & material and quoted service work.

General Responsibilities

1. Attend scheduled meetings and training sessions.
2. Maintain organized records and accurate system documentation.
3. Support branch operations with additional administrative tasks as needed.

Service Coordinator/Dispatch & Billing candidates must meet the following requirements for consideration:

1. Previous experience in service coordination, dispatch, operations support or billing preferred.
2. Strong organizational skills and ability to manage multiple priorities.
3. Proficiency in ERP or service management systems.
4. Excellent communication and customer service skills.
5. Detail-oriented with a high level of accuracy in documentation and billing.
6. Ability to work independently while supporting a team environment.

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