Office Admin and Dispatcher

Job Title: Administrative Assistant / Dispatcher

Position Overview

The Administrative Assistant / Dispatcher supports the daily operations of the overhead crane service department by coordinating technician schedules, managing service requests, processing documentation, and providing administrative support. This role ensures efficient communication between customers, technicians, and internal staff while maintaining accurate records and contributing to a safe, well‑organized operation.

Key ResponsibilitiesDispatching & Scheduling

• Schedule, dispatch, and track service technicians for inspections, repairs, installations, and emergency calls.
• Prioritize service calls based on urgency, customer needs, and technician availability.
• Communicate job details, site requirements, and safety information to field personnel.
• Monitor technician progress throughout the day and update schedules as needed.

Customer Service & Communication

• Receive and respond to customer requests via phone and email.
• Provide updates on job status, part availability, and estimated completion times.
• Create and maintain service tickets and ensure all customer information is accurately captured.

Administrative Support

• Prepare job packets, inspection forms, purchase orders, and work orders.
• Assist with billing by collecting completed service reports, timesheets, and parts used.
• Maintain service records, inspection certificates, and compliance documentation.
• Manage incoming/outgoing mail, general office tasks, and administrative duties as assigned.

Parts & Inventory Coordination

• Assist in ordering parts and tracking deliveries for upcoming service jobs.
• Communicate with vendors for order status, pricing, and lead times.
• Maintain accurate records of parts usage for service jobs.

Safety & Compliance

• Ensure all technician documentation (JSA’s, inspections, certifications) is completed and stored properly.
• Support the service department in tracking OSHA-mandated inspections and reoccurring maintenance schedules.

QualificationsRequired

• Previous administrative or dispatching experience (service industry preferred).
• Strong communication and customer service skills.
• Proficiency in Microsoft Office (Outlook, Excel, Word).
• Ability to multitask and manage changing priorities in a fast-paced environment.
• Strong organizational skills and attention to detail.

Preferred

• Experience in the overhead crane, material handling, or industrial service industry.
• Experience with service management software or ERP systems.
• Basic understanding of mechanical or electrical terminology.

Key Competencies

• Excellent time management
• Problem-solving and critical thinking
• Professional verbal and written communication
• Team collaboration
• Ability to remain calm under pressure
• Strong work ethic and reliability

Physical Requirements

• Ability to sit, stand, and move throughout an office environment.
• Ability to lift up to 20 lbs of office materials (files, documents, small equipment).

Pay: $24.91 - $30.00 per hour

Work Location: In person