Job Overview We are seeking a dynamic and highly organized Dispatcher and Administrative Assistant to join our team. This vital role combines efficient vehicle dispatching with comprehensive administrative support, ensuring smooth transportation operations and seamless internal communication. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, strong communication abilities, and a proactive approach to problem-solving. Your efforts will directly contribute to optimizing logistics workflows, enhancing customer service, and maintaining compliance with transportation regulations. This paid position offers an exciting opportunity to develop your skills in transportation planning, supply chain management, and administrative operations within a vibrant team setting. Responsibilities Receive and process service requests, orders, or emergency calls Communicate with customers regarding schedules and service updates Schedule and assign work to drivers, technicians, or field personnel Monitor routes, locations, and job status updates and know where the technicians are always located Communicate with technicians to turn in all service order tickets and receipts at least twice a week Inquire about recommendations and any additional work that needs to be performed on the service order ticket once turned in. Create and send POs to technicians and vendors for equipment, parts or materials ordered Have written down the technician's schedule before leaving or completed on the EDB Resolve scheduling conflicts and operational issues Maintain accurate records, logs, and reports of jobs Generate and distribute invoices to customers within three business days after service is completed and transfer over to QuickBooks before the 28th of each month. Request POs from customers bill before emailing invoices and transferring them over to QuickBooks (ONLY

FOR CUSTOMERS WHO PROVIDE

POs) Maintain PM agreement records and documentation Keep track of start dates, expiration dates, and renewal deadlines for PM Agreements Create folders and maintain documents for Contract jobs Prepare quote and pricing for customers when requested File invoices and documents when completed. List on PM board the dates of when a PM's will be performed by technicians Call or search online for pricing information needed on parts requested by the customer or staff and order them Experience Proven experience in dispatching in HVAC field Strong proficiency in ESC, Microsoft Word and Outlook for data entry, reporting, and communication tasks Knowledge of HVAC field and prior office knowledge Experience working with GPS tracking systems, GIS tools, or vehicle telematics enhances operational efficiency Excellent organizational skills with the ability to multitask effectively in a fast-paced setting; experience managing multi-line phone systems is a plus Demonstrated customer service skills with professional phone call management and internal communication expertise Familiarity with working in office setting Ability to analyze operational data for continuous improvement; strong attention to detail in data entry and documentation tasks

Pay:

$19.00 - $21.00 per hour

Benefits:

Dental insurance Flexible schedule Health insurance Paid time off Vision insurance

Work Location:

In person