DISPATCH - Dispatcher

Dispatcher

The Dispatcher is responsible for coordinating template appointments, installations, repairs, and related field-service activities. This position serves as a key point of communication between builders, sales representatives, installers, and internal operations teams.

The Dispatch Coordinator ensures schedules are accurate, jobsite requirements are confirmed, installation documents are prepared, and job updates are properly recorded. The ideal candidate is organized, responsive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

• Confirm template appointments with customers or appropriate contacts one business day before the scheduled appointment.
• Schedule template appointments and maintain complete and accurate scheduling records.
• Confirm installations one business day before the scheduled completion date.
• Verify that jobsites are ready for installation, including:
  • Cabinet installation and readiness.
  • Availability of generators or electrical power, when required.
  • Clear and safe pathways for installers and materials.
  • Completion of other required jobsite preparations.
• Schedule installations, service appointments, and repairs based on installer availability and operational priorities.
• Coordinate schedule changes, cancellations, delays, and rescheduled appointments.
• Batch print installation paperwork and review printed documents for completeness and accuracy.
• Batch print cut sheets at least twice daily to support production and installation activities.
• Respond to builder and sales team questions regarding installation schedules, estimated arrival times, job status, delays, and completion timelines.
• Enter purple notes, scheduling updates, and relevant job information into RFMS.
• Scan installation cover sheets and save them in the appropriate location on the S Drive.
• Communicate directly with installers regarding schedules, jobsite conditions, paperwork, materials, and customer or builder questions.
• Research and resolve routine scheduling, documentation, and installation issues.
• Escalate significant delays, jobsite concerns, or service issues to the appropriate manager.
• Maintain organized installer photo folders and ensure required photographs are properly saved.
• Monitor open installations and repairs to ensure outstanding work is completed.
• Maintain professional and timely communication with internal and external customers.
• Support the department with additional administrative and scheduling responsibilities as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous experience in dispatching, scheduling, customer service, construction coordination, field operations, or a related administrative position preferred.
• Experience working with builders, subcontractors, installers, or construction schedules is preferred.
• Experience using RFMS or similar scheduling, flooring, construction, or enterprise software is preferred.
• Proficiency with Microsoft Outlook, Excel, shared drives, scanning systems, and general office technology.
• Bilingual communication skills in English and Spanish are a plus.

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills.
• Ability to manage multiple schedules, deadlines, and changing priorities.
• Strong attention to detail and commitment to maintaining accurate records.
• Clear and professional written and verbal communication skills.
• Ability to communicate effectively with installers, builders, sales representatives, customers, and internal departments.
• Strong problem-solving and follow-up skills.
• Ability to remain calm and professional when addressing scheduling conflicts, delays, or customer concerns.
• Ability to work independently while contributing to a team environment.
• Ability to maintain confidentiality and use appropriate judgment when handling business and customer information.
• Dependable attendance and punctuality.

Work Environment

This position is primarily performed in an office environment and requires frequent use of a computer, telephone, scanner, printer, and other standard office equipment. The position involves frequent communication with field personnel and may require extended periods of sitting, viewing a computer screen, and managing multiple telephone or electronic communications.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to operate standard office equipment.
• Ability to communicate clearly by telephone, email, and in person.
• Ability to occasionally lift and carry files, paperwork, or office materials weighing up to 20 pounds.

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to contain a complete list of all duties, responsibilities, and qualifications required. Responsibilities may be modified or assigned based on business needs.