Dispatcher/Office Administrator

Dispatcher / Office Administrator

We are partnering with a well-established service-based company in Novato seeking a Dispatcher / Office Administrator to join their busy, fast-paced office. This is a key position supporting field technicians while serving as an important point of contact for customers throughout the day.

The ideal candidate is friendly, confident, highly organized, and comfortable juggling multiple priorities. This role requires someone who enjoys being at the center of the actioncoordinating schedules, communicating with customers and technicians, maintaining accurate work orders, and helping ensure daily service operations run smoothly.

This is a fully onsite position in Novato with an early morning schedule. Candidates must be able to begin their workday between 6:30 AM and 7:30 AM, Monday through Friday.

Key Responsibilities

• Answer and manage incoming calls across multiple phone lines, gathering detailed information and directing or assisting customers appropriately.
• Prioritize, schedule, and coordinate residential and commercial service calls.
• Dispatch field technicians and communicate with them throughout the day regarding schedules, job progress, changes, and customer needs.
• Create, schedule, update, and maintain work orders and customer information within company systems.
• Monitor technician schedules and locations to help maintain efficient routing and timely service.
• Process proposals, estimates, repair information, and related customer communications.
• Assist with ongoing maintenance contracts, scheduling, and tracking.
• Create purchase orders, order parts and materials, track orders, and process incoming deliveries.
• Coordinate scheduling when parts arrive for approved repairs or future service.
• Maintain spreadsheets, files, schedules, and other administrative records.
• Communicate with customers via phone and email regarding appointments, updates, quotes, and scheduling.
• Provide general administrative and office support as needed.

What We're Looking For

• Previous dispatching, scheduling, customer service, or office administration experience.
• Comfortable working in a busy office environment with frequent phone and technician communication.
• Strong organizational skills with excellent attention to detail and the ability to manage competing priorities.
• Clear, professional verbal and written communication skills.
• Ability to gather accurate, detailed information for service calls and work orders.
• Proficiency with Microsoft Word and Excel and comfort learning company-specific software.
• Previous construction, HVAC, trades, or field-service industry experience is a plus, but not required.