Office Staff and Dispatcher Position

Coleman Motor Company, Inc.

Dispatcher / Office Associate
Fredericksburg, Virginia
Full-Time | Hourly | On-Site | Essential Personnel

Coleman Motor Company, Inc. is hiring a Dispatcher / Office Associate for our Fredericksburg, Virginia location. This is a fast-paced, high-responsibility position supporting towing, recovery, roadside service, dispatch operations, billing, and general office administration throughout the Commonwealth of Virginia.

We are looking for someone who can stay calm under pressure, communicate clearly, multitask efficiently, and help keep our operations moving with accuracy and professionalism. This role is ideal for someone who understands urgency, customer service, office organization, and the importance of getting the right truck and the right operator assigned as quickly as possible while also supporting billing and administrative functions.

This is not just a call-answering position. This is a real-time operations and office role that supports customers, motorists, law enforcement, emergency services, drivers, vendors, and internal staff in a demanding dispatch environment.

Position Summary

The Dispatcher / Office Associate is responsible for coordinating service calls, prioritizing emergency and non-emergency requests, communicating with drivers and customers, monitoring activity, maintaining accurate records, and supporting office functions including billing and accounts-related procedures. This position plays a key role in ensuring timely response, proper documentation, accurate invoicing, and professional communication across all aspects of company operations.

Because Coleman Motor Company supports emergency response and roadway incident management, this position is considered essential personnel. Employees in this role may be required to report to work during emergencies, severe weather, staffing shortages, or high-call-volume events.

Key Responsibilities

• Answer and manage a high volume of incoming calls in a professional, efficient manner
• Dispatch towing, recovery, roadside, and support services based on priority, location, truck capability, and driver availability
• Prioritize emergency and non-emergency calls and accurately relay critical information
• Communicate with customers, drivers, law enforcement, fire/EMS, motor clubs, insurance representatives, vendors, and management
• Monitor dispatch activity, GPS/truck movement, traffic conditions, and call progress
• Enter and maintain accurate job details, notes, updates, and records within Towbook and related office systems
• Track service calls from intake through completion and update customers as needed
• Prepare invoices, assist with billing procedures, and support accounts receivable processes
• Assist with payment posting, account follow-up, collections communication, and general accounts receivable tracking
• Support accounts payable functions, including invoice review, coding support, and general vendor payment procedures
• Help maintain accurate financial and administrative records in coordination with office management
• Prepare reports, spreadsheets, daily logs, paperwork, and correspondence
• Support general office operations including filing, mail handling, document preparation, and administrative follow-up
• Handle complaints, questions, and service inquiries professionally and in accordance with company procedures
• Assist with community outreach, promotions, and other office support tasks as assigned
• Maintain confidentiality and professionalism in all communications and records

What We’re Looking For

The strongest candidates for this role will:

• Think in terms of priority, safety, efficiency, and accuracy
• Be able to manage multiple active calls and office tasks at once
• Communicate clearly and professionally under pressure
• Document information accurately the first time
• Work well independently and as part of a team
• Maintain strong attention to detail in a fast-moving environment
• Be comfortable supporting both dispatch operations and billing/office procedures

Minimum Qualifications

• High school diploma or equivalent
• Strong verbal and written communication skills
• Customer service experience with excellent phone etiquette
• Ability to multitask in a busy office environment
• Strong organizational skills and attention to detail
• Ability to follow verbal and written instructions
• Proficiency in Microsoft Excel and Microsoft Word is required
• General computer proficiency, including email, Outlook, and office software
• Ability to learn dispatch procedures, communications systems, mapping/GPS tools, billing procedures, and company software
• Ability to work on-site in Fredericksburg, Virginia

Preferred Qualifications

• Previous dispatching experience
• Prior experience in towing, recovery, roadside assistance, transportation, logistics, or emergency services
• Experience with accounts receivable, accounts payable, invoicing, and billing procedures
• Experience using QuickBooks is a plus
• Experience using Towbook or similar dispatch software
• Experience working with GPS, mapping, scheduling, or fleet-tracking systems
• Prior insurance, motor club, DMV, lien, storage, or impound-related administrative experience
• Experience handling law enforcement or emergency service communications
• Familiarity with the Fredericksburg, Spotsylvania, Stafford, and surrounding Virginia region

Work Environment

• Fast-paced dispatch and office setting
• High-volume phone and communications environment
• Multi-tasking across active service calls, drivers, customers, billing tasks, and administrative work
• Full-time hourly position with a minimum of 30 hours per week
• Additional hours may be required based on business needs
• Nights, weekends, holidays, inclement weather response, and emergency call support may be required

Compensation

Starting at $16.00 per hour, to a maximum of $30 per hour with higher pay based on experience.

Employment Conditions

Employment may be contingent upon successful completion of background screening, driving record review, reference checks, and any other position-appropriate pre-employment requirements consistent with applicable law and company policy.

Applicants must be authorized to work in the United States without employer sponsorship.

This position will require signing applicable onboarding documents, which may include confidentiality and other employment-related agreements.

Equal Opportunity Employer

Coleman Motor Company, Inc. is committed to equal employment opportunity for all applicants and employees without regard to age, color, disability, gender, genetic information, national origin, political affiliation, race, religion, sex, sexual orientation, pregnancy, veteran status, or other protected status under applicable law.

Apply

Coleman Motor Company, Inc.
1780 Briscoe Lane
Fredericksburg, VA 22401
Phone: 540-785-1500
Email: colemanmotorcompanyinc@gmail.com

Applicants should submit a resume. Additional supporting documents may also be provided.

Job Types: Full-time, Part-time

Pay: $16.00 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• Employee assistance program
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Parental leave
• Referral program

People with a criminal record are encouraged to apply

Experience:

• Microsoft Excel: 1 year (Required)

Language:

• English (Required)

Ability to Commute:

• Fredericksburg, VA 22401 (Required)

Work Location: In person