Administrative Assistant / Dispatcher

We are seeking a detail-oriented and highly organized Administrative Assistant / Dispatcher to join our team. This role is essential in ensuring efficient scheduling and coordination of service calls for our mechanical services team. The ideal candidate will have strong communication skills, a technical understanding of mechanical systems, and the ability to manage multiple tasks in a fast-paced environment.

Key Responsibilities:

• Scheduling & Coordination:
  • Coordinate and schedule service appointments for technicians based on customer needs and technician availability.
  • Enter Work Orders and Tasking in COINS and assist Technicians as needed.
• Customer Interaction:
  • Serve as the primary point of contact for customers, addressing inquiries, providing updates, and ensuring high levels of customer satisfaction.
  • Gather necessary information from customers to accurately assess service needs.
• Communication & Collaboration:
  • Maintain clear communication with technicians to relay job details, changes in schedule, and customer feedback.
  • Work closely with management to optimize service operations and implement best practices.
  • Stay informed about company products and services to effectively communicate solutions to customers.
• Record Keeping:
  • Support customer specific tasks, prepare Quotes and custom reporting.
  • Support Technician timesheet processing.
• Office Support:
  • Order supplies and parts, receive and label them as needed.
  • Perform additional assignments as requested/needed.

Qualifications:

• High school diploma or equivalent; additional technical training or certifications in mechanical services is a plus.
• One year experience in a dispatcher or service coordinator role, preferably in the mechanical or HVAC industry.
• Strong organizational skills and attention to detail.
• Ability to manage and prioritize multiple tasks.
• Ability to communicate effectively in verbal and written form.
• Ability to successfully work autonomously and in group environments, with minimal supervision.
• Ability to make decisions based on documentation and established procedures.
• Proficient in the use of Office 365 products, including Excel.
• Problem-solving skills with a customer-focused mindset.

What We Offer:

• Competitive salary and benefits package
• Opportunities for professional development and training
• A supportive team environment