Office Admin Dispatch Coordinator

Role Overview

Gravity Networks is seeking a dedicated Office Admin & Dispatch Coordinator to join our team in our Knoxville, TN office. This is a full‑time, in‑office position with working hours from Monday to Friday, 8:30 a.m. to 5:30 p.m. Eastern Time. This role reports to the Knoxville‑based Director of Operations. If you thrive in a dynamic environment and enjoy supporting both office operations and service coordination, we encourage you to apply by submitting a detailed resume to this job post.

The interview process will include questionnaires, video calls, and in‑person interviews.

• Answer user calls to Support number, create new tickets/identify related existing tickets, ask questions for additional information.
• Triage new tickets for priority and urgency, dispatch email tickets and phone requests to appropriate team member based on skill and availability.
• Communicate through Teams and coordinate warm transfers of calls and assignment of tickets to support team resources.
• Maintain an understanding of skillset of team members and determine what support requests should be assigned to whom.
• Assist in scheduling onsite visits for support and project needs, maintaining available team coverage, ensuring communication of plans and changes.
• Support Director of Operations in daily team roundups, planning, and changes to planned schedules. Assist in client communications when plans must change.
• Assist Customer Success Managers in scheduling business review meetings.

• Maintain general office organization and cleanliness by ensuring clutter is managed, inventory is organized, and ensuring cleaning team is effective. Coordinate office maintenance and repairs.
• Oversee office supplies and tech team Go Bag inventory and replenish as needed.
• Receive, open, and distribute incoming mail to appropriate recipients. Ensure time sensitive items are prioritized.
• Maintain awareness of expected shipments, research when orders are not received as expected.
• Receive shipments physically and systematically, confirm full receipt of purchase orders and sales orders, notate receipt, and route items to assigned team members.
• Receive purchase order invoices physically and systematically.
• Answer inbound phone calls to general numbers and transfer appropriately, review voicemails and respond or assign appropriately

• Maintain a basic understanding of the invoicing processes and procedures.
• Research and respond to customer questions related to invoices
• Process, apply, and deposit physical check payments
• Perform collection calls on past due accounts, elevate accounts for credit holds
• Understand payment portal and assist customers in updating payment methods and autopay preferences
• Assist team members in entering expenses and submitting receipts and expense reports

• Proven experience as an Administrative Assistant, Secretary, Office Manager, Administrative Manager, or similar role.
• Strong organizational and time‑management skills.
• Proficiency in MS Office Suite (Word, Excel, Outlook) and office management software.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and ability to work with team members and customers of all levels of role.
• Ability to handle confidential information with discretion.

• Familiarity with basic accounting principles and financial processes.
• Prior experience in scheduling and dispatch coordination, preferably in a service‑oriented environment.
• Advanced computer skills, including proficiency with office management and communication tools.
• Ability to adapt to changing priorities and manage multiple tasks efficiently.
• Strong problem‑solving skills and resourcefulness in resolving issues.
• Experience working in a fast‑paced office setting.

• Relevant experience in administrative support, office management, or dispatch coordination required.
• Experience in customer service or a service‑oriented environment preferred.
• Exposure to Information Technology services or support environments is a plus.
• Formal education in Business Administration or a related field is beneficial but not required.

Gravity Networks offers a comprehensive benefits package that includes medical and dental insurance cost sharing, a 401(k)-retirement plan, paid holidays, and paid time off (PTO). We are committed to supporting the well‑being and financial security of our team members.

Gravity Networks is a Managed IT Services Provider (MSP) with offices in Knoxville, TN and Salt Lake City, UT. Our team—spanning administration, sales, help desk, and systems engineering—is composed of bright, tech‑savvy professionals who thrive on solving complex challenges with integrity and quality. Our company culture encourages openness, relationships, integrity, and tenacity through real connections, dedication, and laughter.