Dispatch Assistant

At Haynes Mechanical Systems, we have spent over 58 years building a company that we can be proud of - a company that focuses on working together with our customers to provide solutions to their heating, ventilation, and air conditioning needs.

We are a fast-growing commercial HVAC, building automation, and energy services company. Our culture exemplifies achieving excellence in everything we do. We are collaborative and work towards the best result for our customers. Our culture is based on four ideals: family-owned, focus on our associates, dedication to our customers, and continuous improvement.

COMPETITIVE BENEFITS PACKAGE:

• Comprehensive Medical, Dental, Vision plus employer contributions
• 401K - Matched
• Paid Time Off
• Paid Holidays
• Employee Assistance Program
• Tuition Reimbursement
• Gym and Fitness Reimbursement
• Rideshare Benefits
• Company Events and Awards
• AND MORE!!

POSITION SUMMARY:

The Dispatch Assistant provides all levels of administrative support to the Dispatch team. Must be able to work effectively with Dispatchers, Technicians, Supervisors and Managers to ensure the Dispatch Department is able to efficiently allocate field technicians to specific tasks.

REQUIREMENTS:

• Competent with MS Office (Excel, Word, Outlook); able to generate documents and spreadsheets as needed.
• 1-3 years of customer service experience.
• Able to follow processes and procedures and multi-task with attention to detail.
• Able to communicate clearly and professionally with all levels of employees.
• Dispatching experience in a similar industry is preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

This job description gives an overview of the overall essential functions, competencies, skills, and abilities for the Dispatch Assistant role. Other job duties may be assigned that are not included in the job description.

• Provides back-up phone coverage as needed.
• Serves as a point of contact for customers seeking assistance, opens work orders, and coordinates with senior dispatchers and Service Supervisors to schedule and dispatch field technicians.
• Assists with backlog auditing.
• Assist senior dispatchers with administrative tasks including, but not limited to:
  • Reviewing and closing aging T&M work orders.
  • Generating and compiling service reviews/reports as required by special customer requirements.
  • Generating and compiling customer tasking sheets once service is complete and sending reports to clients.
• Assist with updating customer site notes, belt lists, filter lists, and equipment lists.
  • Ensures all appropriate internal contacts are aware of any changes and documenting changes in business software.
• Provides overall support for the Dispatch team.
• Performs special projects as requested by management.

COMPETENCIES:

• Organizational Skills- The individual prioritizes and plans work activities and uses time effectively.
• Proactive Attitude/Initiative- Individual anticipates and plans for unexpected situations, both positive and negative, and presents readiness to introduce action.
• Multi-tasking skills - The individual must be able to work on multiple projects simultaneously.
• Motivated- This individual should possess personal goals and incentives to be moved to action and complete tasks assigned to them.
• Customer Service Skills – Provides exceptional service to both internal and external customers; communicates professionally in positive or adverse situations.
• Team Work - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.
• Computer Skills- the individual has competent knowledge of Microsoft Outlook, Excel, Word, etc.
• Dependability - Follows instructions, responds to management direction, takes responsibility for own actions, keeps commitments, completes tasks on time or notifies appropriate person when deadlines can’t be met.
• Sense of mission- This individual presents a passion to complete their job or goals to the best of their ability and reflects the company’s core values.

COMPENSATION:

$20/hr-$25/hr