Dispatch & Scheduling Assistant

Job Description

Job Description

Hours: Monday–Friday, 9:00 AM – 5:00 PM

Position Summary

We are seeking a detail-oriented and customer-focused Office Coordinator / Scheduling Assistant to support our installation and remodeling operations. This role is responsible for coordinating installers and vendors, tracking project progress, maintaining accurate records, and providing exceptional customer service to clients, contractors, and retail locations.

The ideal candidate is organized, proactive, and comfortable managing multiple projects simultaneously while ensuring deadlines are met and communication remains consistent.

Key Responsibilities

Project Tracking & Order Management

• Review Excel spreadsheets daily to monitor order status and project progress.
• Contact stores and customers to verify completion of orders and installations.
• Update and maintain accurate project records and status reports.
• Follow up on incomplete orders and resolve outstanding issues.

Scheduling & Vendor Coordination

• Schedule installers and window tinters for projects nationwide.
• Source qualified vendors when approved vendors are unavailable in a specific area.
• Research local service providers, obtain and compare a minimum of three quotes, and submit recommendations for approval.
• Set up and maintain vendor records and documentation.
• Coordinate appointment scheduling between customers and installers.
• Proactively reschedule canceled appointments and ensure projects stay on track.

Administrative Support

• Answer incoming phone calls and assist customers with inquiries.
• Make outbound calls to stores, contractors, vendors, and customers.
• Maintain organized filing systems and ensure documents are properly filed by company and job number.
• Perform general office and administrative support duties as assigned.

Customer Service & Communication

• Build positive relationships with customers, contractors, and vendors.
• Provide timely updates regarding project schedules and installation progress.
• Ensure all parties are informed of schedule changes, delays, or project updates.
• Deliver professional and friendly service to clients, including restaurant and retail chains.

Qualifications

• Previous administrative, scheduling, customer service, or office support experience preferred.
• Strong communication and phone skills.
• Proficiency with Microsoft Excel and other Microsoft Office applications.
• Excellent organizational and time management abilities.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines.
• Comfortable working in a fast-paced environment with numerous moving parts.
• Professional, friendly, and customer-oriented personality.

Preferred Skills

• Experience coordinating vendors, contractors, or field service personnel.
• Experience tracking projects and maintaining detailed records.
• Strong follow-up skills and problem-solving abilities.

The successful candidate will be highly organized, dependable, and proactive. They will enjoy interacting with customers, managing schedules, following up on details, and ensuring projects move smoothly from start to finish.