Office Administrator / Dispatcher

We are seeking a highly organized, dependable, and customer-focused Office Administrator / Dispatcher to support the daily operations of our growing irrigation company. This role begins with core administrative, customer service, scheduling, and dispatch responsibilities and offers opportunities for advancement into accounting, payroll, permitting, and operational support functions.

The ideal candidate is a self-starter who can work independently, remain calm under pressure, communicate professionally with customers and staff, and manage multiple priorities in a sometimes fast-paced environment during our busy season.

Position Details

· Full-time (35-40 hours per week)

· Paid Time Off (PTO)

· Paid holidays

· New York State mandated leave benefits

· Opportunity for remote work during winter months and hybrid scheduling from approximately mid-March through mid-December (for example, six hours in the office and two hours working remotely)

· Reports to the Sales and Service Manager, and the President

· Uses voicemail-to-email systems, scheduling software, QuickBooks Online, and electronic check and credit card payment processing systems

Responsibilities Initial Responsibilities

· Make outbound calls to schedule customer appointments

· Answer inbound customer calls and schedule appointments

· Dispatch service technicians and installation crews

· Manage and organize incoming emails

· Monitor and respond to voicemail messages

· Process and post customer check payments

· Accept and process credit card payments

· Maintain electronic and paper filing systems

· Coordinate employee background checks

· Schedule technician training

Expanded Responsibilities

As experience and proficiency increase, additional responsibilities may include:

· Assist with billing and month-end financial reconciliations in coordination with the President and company accountant

· Manage accounts receivable and customer collections

· File required backflow test reports with municipalities and water authorities

Advanced Responsibilities

Qualified employees may assume further operational and financial responsibilities, including:

· Schedule utility stakeouts for installations

· Prepare and submit backflow permit applications

· Manage accounts payable

· Process payroll

· Assist with workers’ compensation insurance audits and reporting

Required Qualifications

· Self-motivated and capable of working independently with limited supervision

· Professional, calm, and unflappable demeanor

· Strong telephone communication skills and customer service orientation

· Ability to multitask and prioritize effectively

· Comfortable learning and using technology and software systems

· Strong written communication and email management skills

· High attention to detail and accuracy

· Experience with MS Word, Excel, Outlook, and electronic file management

· Ability to understand maps and distances in the Monroe County metro and Finger Lakes areas and their impact on drive times and technician scheduling

Preferred Experience (some or all of the following)

· QuickBooks Online (QBO)

· Scheduling and dispatching service personnel

· Customer service or call center environments

· Accounts receivable and accounts payable processing

· General office administration

· Construction, service, trades, or home services industries

Why Join Us?

This position offers a clear short or long term growth path with increasing responsibility, compensation, and flexibility based on your skill set and experience. You’ll work closely with a small team, make a meaningful impact on daily operations, and have opportunities to develop skills in administration, accounting, dispatch, payroll, permitting, and business operations as you help us serve our 1,500 customers.

Pay: $22.00 - $30.00 per hour

Benefits:

• Paid time off

Experience:

• appointment scheduling: 1 year (Required)

Work Location: In person