Position Summary The Heavy Equipment Dispatch & Service Administrator serves as the primary administrative and dispatching support resource for both company locations while being physically based at the designated home office. This position is responsible for coordinating service schedules, opening and maintaining work orders, managing service call documentation, processing invoices against work orders, and supporting Service Managers in the daily operation of the service departments. The position acts as the central communication hub between customers, technicians, and Service Managers to ensure efficient scheduling, accurate documentation, and timely completion of service work. Essential Duties & Responsibilities Dispatch & Scheduling Receive and process customer service requests. Create and schedule service calls on the dispatch board. Coordinate technician assignments with Service Managers. Monitor daily service schedules and update dispatch information as needed. Prioritize service requests based on directions from Service Managers. Maintain accurate records of service call status and completion. Work Order Administration Open and maintain work orders for all service activities. Ensure work orders contain accurate customer, equipment, labor, and service information. Review completed work orders for completeness and accuracy. Process and close work orders upon completion of service. Maintain organized electronic and physical service records. Invoice Processing Receive vendor and supplier invoices and apply them to the appropriate work orders. Verify invoice information is correctly matched to service events. Ensure all labor, parts, and outside costs are properly documented within work orders. Assist with work order reconciliation to support accurate customer billing. Multi-Location Support Provide dispatch and administrative support for both company locations from the assigned office location. Maintain regular communication with Service Managers at both branches. Ensure consistent work order and dispatch procedures are followed across both locations. Support service operations by providing timely and accurate administrative assistance to each branch. Customer Communication Serve as the initial point of contact for incoming service requests by text or call. Communicate service scheduling information to customers. Provide updates regarding service status as directed by Service Managers. Maintain a professional and customer-focused approach in all interactions. Qualifications Required Strong organizational and multitasking abilities. Proficiency in Microsoft Office Suite, including Outlook and Excel. Excellent communication and data entry skills. Ability to work independently and manage multiple priorities. Preferred Experience in heavy equipment, construction equipment, trucking, fleet maintenance, or related industries. Experience with work order systems, or ERP platforms. Familiarity with service department operations and terminology. Key Competencies Dispatch Coordination Administrative Accuracy Organization and Time Management Customer Service Attention to

Detail Communication Skills Multi-Location Coordination Problem Solving Pay:

$26.00 - $30.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Vision insurance

Work Location:

In person