Administrative Dispatcher – BC)

Position

Administrative Dispatcher / Service Coordinator (Full‑Time)

Vancouver, BC (Office‑based with occasional remote work as required)

40 hours per week, Monday–Friday (with occasional after‑hours availability for urgent customer issues)

Company Owners and collaborates closely with the existing administrative team

Door X Garage Services intends to pay a good‑faith hourly wage between CA $22 and CA $30 per hour (approximately CA $45,760 – CA $62,400 per year), depending on experience and qualifications.

Door X Garage Services provides residential and commercial garage door repair and installation in Greater Vancouver. The Administrative Dispatcher plays a pivotal role in keeping our operations running smoothly. This person will be the central point of contact for customers, suppliers and technicians, ensuring that information flows efficiently from first contact through to job completion and invoicing. They will support technicians in the field by coordinating schedules, dispatching jobs, helping with quote creation and maintaining accurate records in Housecall Pro.

• Receive and manage inbound communications – answer phone calls, respond to emails, text messages and online inquiries from customers, suppliers and technicians in a professional and courteous manner. Triage messages, determine urgency and ensure timely responses.
• Schedule and dispatch technicians – use Housecall Pro to create jobs, assign the appropriate technician and schedule appointments. Provide technicians with all relevant information (customer details, job notes, address, access instructions) and adjust schedules to accommodate emergencies or last‑minute changes.
• Update customers – confirm appointment times, notify customers when technicians are en route or delayed, and follow up after service to ensure satisfaction and collect feedback.

• Assist with quote creation – gather information from technicians about required materials and labour; contact suppliers on technicians’ behalf to confirm availability and prices; populate quotes and job proposals in Housecall Pro.
• Liaise with suppliers – request product details, lead times and pricing; place orders for parts and materials as needed; track deliveries and inform technicians when materials are ready.
• Communicate with clients – obtain additional details or approvals needed for quotes, clarify work scope and relay information between clients and technicians.

• Maintain accurate records – enter job details, notes, quotes and invoices in Housecall Pro; ensure that customer contact information and service history are up to date.
• General office support – answer and direct incoming calls, file electronic documents, track inventory, order office and shop supplies, and assist with the preparation of reports and spreadsheets.
• Collaborate with the administrative team – work closely with the existing admin personnel to divide duties, cover absences and ensure consistent customer service.
• Support owners and technicians – provide administrative assistance to company owners; help technicians with documentation, client communication and logistics.

• Confidentiality and professionalism – handle customer and company information discreetly and in accordance with privacy laws.
• Adhere to employment standards – observe relevant BC employment standards and policies, including overtime rules, vacation pay, and record‑keeping requirements.
• Follow safety protocols – comply with occupational health and safety procedures and promote a safe work environment.

• Education:
  
  High school diploma or equivalent required; post‑secondary training in office administration, customer service or business an asset.
• Experience:
  
  At least 1–3 years of experience in an administrative, customer service or dispatcher role. Experience with trade services (e.g., plumbing, electrical, garage door or construction) is advantageous.
• Technical proficiency:
  Comfortable using desktop computers, multi‑line phone systems, and productivity software (e.g., Microsoft…