Dispatcher Office Coordinator

Benefits:

Bonus based on performance

Company car

Paid time off

Dispatcher / Office Coordinator

We are seeking a dependable, organized, and proactive Dispatcher / Office Coordinator to support daily operations, coordinate field technicians, manage incoming work, and maintain accurate scheduling and job documentation. The ideal candidate is comfortable working in a fast-paced environment, communicating with tenants, clients, managers, and technicians, and prioritizing multiple tasks throughout the day.

Key Responsibilities

New Work & Job Intake

Accept and process all new work orders as the first priority.

Review incoming jobs and notify management when clarification or approval is needed before accepting or scheduling work.

Enter all new jobs into the company scheduling system and Excel tracking spreadsheet.

Verify job numbers and customer information for accuracy.

Contact tenants to coordinate initial scheduling and document all contact attempts in the appropriate client portals.

Scheduling & Dispatch

Prioritize scheduling for the next business day.

Monitor technician schedules

Review approved work descriptions and estimate anticipated onsite times when building schedules.

Schedule technicians geographically whenever possible to minimize unnecessary travel time.

Maintain accurate scheduling notes and updates in client portals.

Complete scheduling responsibilities when management is out of the office and escalate issues to the next person in command when necessary.

Customer Follow-Up & Reviews

Contact satisfied tenants to request customer reviews using the company-provided email template.

Immediately notify management of any customer complaints or dissatisfaction.

General Office Support

Answer incoming calls and direct them to the appropriate department or team member.

Assist managers with administrative and operational duties as assigned.

Collect truck reports and technician time sheets during morning meetings.

Ensure field paperwork and office supplies are properly stocked.

Help maintain a clean, organized, and professional office environment.

Ideal Candidate

Excellent organizational and time-management skills.

Strong communication and customer-service skills.

Able to prioritize tasks and work efficiently under pressure.

Comfortable communicating with technicians, tenants, clients, and management.

Detail-oriented with strong documentation and data-entry skills.

Able to make sound scheduling decisions and recognize when an issue should be escalated.

Reliable, professional, and willing to take initiative.

Previous dispatching, scheduling, property maintenance, construction, plumbing, HVAC, or office coordination experience is a plus.

What We’re Looking For

This position is ideal for someone who can stay organized, think ahead, communicate clearly, and keep the field team moving efficiently. The Dispatcher / Office Coordinator plays an important role in ensuring new work is accepted promptly, technicians remain productive, customers are contacted, and all job information stays accurate and up to date.