Administrative Coordinator – Service Dispatch

• Base Pay $45,000.00 / Year
• Job Category Administrative, Dispatch, Clerical
• Employee Type Full-Time Exempt

• Name HR Manager

The Administrative Coordinator provides administrative and dispatch support to the service department, helping field technicians stay informed, scheduled, and prepared while keeping customers and office staff updated. As a primary point of contact for customers, technicians, vendors, and internal teams, this role requires a personable and respectful communicator who can organize changing priorities in a fast-paced environment.

The ideal candidate is detail-oriented, customer-focused, and comfortable building positive working relationships with both field technicians and office staff. This person enjoys coordinating multiple priorities, communicating updates clearly, and helping the service team keep running smoothly each day.

Administrative Support

• Answer incoming phone calls and direct customers appropriately.
• Monitor and respond to customer emails.
• Create and maintain electronic job files.
• Assist with preparing proposals, service agreements, and customer documentation.
• Maintain accurate customer records and databases.
• Scan, organize, and file project documents.

Service Operations Support

• Coordinate daily technician schedules, route field personnel efficiently, and communicate assignments or schedule changes clearly and respectfully.

• Enter and update service work orders.

• Monitor open service calls, identify schedule changes or conflicts, and provide timely updates to customers, field technicians, and office staff.

• Track pending service requests and follow up as needed.
• Assist management with daily service department operations.
• Assist with ordering job material.
• Coordinate lead times with vendors.

Customer Service

• Provide professional and courteous customer service.
• Communicate scheduling updates and technician arrival information.
• Follow up with customers after service visits when requested.

• Respond calmly and respectfully to scheduling conflicts and customer concerns, gather the necessary details, and coordinate an appropriate resolution with the service team.

Team Support

• Assist Service Managers with daily administrative tasks.
• Support Operations with scheduling and reporting.
• Help maintain departmental organization and workflow.
• Perform other administrative duties as assigned.

• Serve as a reliable communication link between field technicians and office staff by sharing clear, accurate, and timely updates in a personable and respectful manner.

In this highly visible role, you will help shape the daily experience of customers and field technicians while contributing directly to an organized, responsive service operation. You will join a growing company where dependable coordination, thoughtful communication, and initiative are valued.

• Starting salary: $45,000 or more, based on experience
• Established service department with strong local reputation

• Opportunity to shape the future growth of the department

• Comprehensive benefits package including medical, dental, vision, life insurance, short-term & long-term disability, and FSA

• Paid holidays
• Paid vacation
• 401(k) With Company Match

• Two or more years of administrative, service coordination, dispatch, or office experience.

• Personable, respectful, and professional communication skills, with the ability to build productive working relationships with customers, field technicians, vendors, and office staff.

• Strong organizational and time management abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficient in Microsoft Office (Outlook, Excel, Word).

• Experience with service scheduling, dispatch coordination, work order systems, or service management software is a plus.

• Commercial construction or mechanical contractor experience is preferred but not required.

• Scheduling and calendar management
• Customer communication
• Work order management
• Problem-solving

• Able to prioritize urgent service needs, adjust schedules, and communicate changes accurately while managing multiple open tasks.

• Team collaboration

We're looking for someone who:

• Is highly organized and dependable.
• Enjoys working in a fast-paced environment.

• Communicates with patience, respect, and professionalism, especially when priorities change or service needs are urgent.

• Takes initiative and thrives with minimal supervision.
• Is comfortable coordinating multiple priorities throughout the day.
• Wants to grow with a rapidly expanding company.