Dispatcher & Office Admin

Job Description

Job Description

Office & Dispatch Coordinator

Customer Care | Dispatch | Administrative Support 

The Drain Doctors, Inc. — Snohomish, WA

The Drain Doctors is looking for an exceptional Office & Dispatch Coordinator to become an important part of our growing team.

This isn't a traditional Office Manager position, and we're not looking for someone to come in and "run the company." We're looking for someone who is great at helping a company run well.

If you're naturally organized, communicate exceptionally well, enjoy helping people, notice when details haven't been followed through on, and can keep several things moving without losing track of them, we'd like to meet you.

You don't need to be the boss to be incredibly valuable here.

Who We Are

The Drain Doctors is a locally owned drainage company serving homeowners throughout Snohomish County and the surrounding area. We specialize in solving residential drainage, sewer, water, and property water-management problems.

We're building a company where good people can develop meaningful careers, continue learning, take pride in their work, and provide an exceptional customer experience.

Our Core Values guide how we work:

Transparency | Humility | Integrity | Collaboration | Growth Mindset | Finish Strong

What You'll Do

Your position will combine four important areas :

Customer Care & Dispatch — Answer customer calls, ask good questions, schedule service and estimate appointments, coordinate schedule changes, return missed calls, maintain accurate information in Jobber, and make sure customers know what happens next.

Administrative Support — Help leadership, Sales, and Installation stay organized by preparing documents, maintaining records, assisting with permits and project paperwork, helping with recruiting/onboarding administration, tracking assigned tasks, and following through on administrative details.

Sales Support — Schedule Sales Estimator appointments, maintain lead and opportunity information, organize estimates and proposals, assist with customer follow-up and financing paperwork, and help make sure sold projects contain the information Installation needs.

Light Financial Administration — Help prepare and send invoices, follow up on outstanding customer balances, organize payments and deposits, collect vendor invoices and receipts, gather timecard/payroll documentation, organize reimbursements, maintain financial records, and provide complete documentation to our outside bookkeeping team.

You will not be expected to function as our accountant or full-charge bookkeeper. Our outside bookkeeping professionals handle payroll processing, reconciliations, financial statements, month-end close, and technical accounting.

And you will not manage our Sales or Installation teams. Those departments have their own managers.

Your responsibility is to keep the administrative side organized, accurate, complete, and moving.

Who We're Looking For

The right person is likely someone who:

• Is exceptionally organized and detail-oriented
• Communicates warmly and professionally
• Enjoys helping customers and coworkers
• Listens carefully and asks good questions
• Takes notes and follows through
• Can manage several priorities without losing important details
• Stays calm when schedules change
• Takes initiative without overstepping
• Knows when to act and when to ask for help
• Learns new software and systems quickly
• Is dependable, accountable, and trustworthy
• Doesn't need to be "the boss" to take ownership
• Wants to learn, grow, and become an important part of a team

Most importantly, we're looking for someone whose character aligns with our Core Values.

Desired Experience

We prefer 2+ years of customer service, administrative, dispatch, office coordination, or similar experience , along with strong phone, computer, written communication, scheduling, and data-entry skills.

Experience with CRM/scheduling software (we use Jobber), invoicing, A/R, payroll documentation, or basic bookkeeping administration is helpful. Home-service or construction-industry experience is a plus, but isn't required.

We'll teach the right person our industry.

What Success Looks Like

Success isn't about being in charge of everyone. It's about becoming someone everyone can count on.

• Customers receive great communication.
• Appointments are scheduled accurately.
• Calls get returned.
• Information gets documented.
• Paperwork gets completed.
• Sales gets the administrative support it needs.
• Installation gets the information it needs.
• Our bookkeeper receives organized documentation.
• Leadership gets help staying organized.

And when something needs attention, you notice it and help make sure it gets to the right person.

Compensation, Schedule & Benefits

Compensation: $25/hour, depending on experience and capabilities
Schedule: Full-Time | In-office | Monday-Friday 7:30am-4:30pm

Benefits are subject to company policies and eligibility and may include Paid Time Off, Paid Holidays, Health Benefits, Retirement Plan Options, Paid Training, Professional Development, and Career Growth Opportunities.

We'll provide training in our services, Jobber, dispatch and scheduling, customer communication, administrative systems, sales support, and financial-administration processes.

How to Apply

Please submit your resume along with a short introduction telling us a little about yourself and:

Why do you think this position fits the way you naturally work?

We aren't just looking for the best resume.

We're looking for the right person.