Dispatcher and Administrative Assistant ZT Consulting Group, Inc. Pasadena, CA Job Details Full-time $20 - $30 an hour 1 hour ago Benefits Health insurance Dental insurance 401(k) Paid time off Parental leave Vision insurance 401(k) matching Professional development assistance Flexible schedule Life insurance Retirement plan Qualifications Multitasking Phone communication Filing Administrative experience High school diploma or GED Dispatching Scheduling for multiple individuals Microsoft Teams Phone etiquette Full Job Description ZT Consulting Group, Inc. (ZTC) is a California-based consulting engineering firm providing quality assurance, source inspection, and audit support for public infrastructure projects throughout California. We are seeking a highly organized, calm, and reliable Dispatcher / Administrative Assistant to join our growing team. In this role, you will serve as the primary point of contact for our field inspectors, fabricators, and project teams — coordinating inspection requests, assigning coverage, and keeping communication clear across the entire dispatch operation. You may assist with occasional administrative duties when needed. The ideal candidate thrives under pressure, possesses exceptional multi-tasking skills, and can make quick, logical decisions to keep inspection coverage on schedule. Key Responsibilities Receive incoming inspection requests save them to the appropriate project file location, and log them into the report log so the request, date, project, inspection type, and assigned inspector can be tracked. Assess and prioritize inspection requests based on urgency, project timeline, and inspector availability. Post new requests in the Teams Dispatch Channel to keep the team informed, and coordinate coverage with leads when an inspection date is approaching or staffing needs to be confirmed quickly. Communicate with fabricators and clients to confirm inspection dates, copying the project team so everyone has the same dispatch information. Draft and send dispatch emails detailing the project, location, contact, date, scope, and any inspection-specific instructions. Monitor the Weekly Inspector Report Teams Channel and update the report log based on inspector status changes, report completion, report updates, or issues. Maintain accurate digital logs, including the Report-Log to track completion, review, and submittal of inspection reports, as well as the Sampling-Releasing Log to track the sampling, testing, and releasing of materials.

Participate in recurring coordination meetings:

a weekly dispatch meeting with Lead Inspectors on Wednesdays and a weekly travel dispatch meeting with Travel Coordinator on Fridays, to review upcoming coverage, inspection needs, and travel logistics. Send emails weekly to all inspectors with reports that have yet to be completed, so outstanding inspection reports stay visible and are followed up on. Address and resolve scheduling conflicts or logistical problems with minimal supervision. Assist with occasional administrative tasks, if necessary.

Qualifications & Skills Education:

High school diploma, GED, or equivalent required.

Experience:

Previous dispatch, scheduling, logistics, or administrative/customer service experience is preferred but not required; experience in construction, engineering, or inspection services is a plus.

Communication:

Outstanding active listening, verbal communication, and written clarity when coordinating with inspectors, fabricators, clients, and project teams.

Stress Management:

Proven ability to maintain emotional control and stay calm while managing multiple concurrent inspection requests and shifting schedules.

Technical Aptitude:

Comfortable with data entry, multi-line phone systems, Microsoft Teams, and digital log/report tracking tools.

Typing Speed:

Ability to type accurately at a rate of 35-40+ Words Per Minute (WPM).

Pay:

$20.00 - $30.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Flexible schedule Health insurance Life insurance Paid time off Parental leave Professional development assistance Retirement plan Vision insurance

Work Location:

In person