The Maintenance Dispatcher receives work orders by telephone and computer, ensures that the work orders meet criteria, enters the work orders into the work order system and determines the appropriate response. He/she strategically creates schedules and coordinates which service technicians go out to which job sites and maintains ongoing communication with all maintenance personnel. The dispatcher keeps records and maintains logs for all maintenance calls, technician vehicles, and equipment.

• Fast paced environment involving maintenance work orders for approximately 100 gas stations and convenience stores owned by company.
• The successful candidate must be able to make quick decisions under pressure.
• Maintain responsibility for dispatching the company’s service technicians in a manner that maximizes efficiency.
• Answer in-bound calls from Station Managers and assess their needs.
• Respond to all messages left overnight.
• Create dispatch ticket for all service calls and create and issue POs as needed.
• Schedule and dispatch service technicians to stations.
• Follow up on all calls to ensure completion.
• Maintain the dispatch board/schedule.
• Forecast workload for 2-3 days out.
• Compare service timecards and work orders to service schedule for maintenance personnel.
• Perform office clerical work, such as filing and organizing all service orders.
• Receive and process invoices for approval
• Complete permits and ensure compliance.
• Order parts and supplies as needed.
• Facilitate return of warranty parts.
• Work as a team player and contribute to the team accordingly.
• Minimize unproductive labor or lost time at stations due to maintenance issues.
• Perform other duties as assigned.

Education and Work Experience

• High School Diploma/GED or equivalent experience.
• Previous experience in gasoline station/convenience store industry or related field is a plus.
• General computer literacy.
• Must be a self-starter with excellent interpersonal and oral and written communication skills with a talent for customer service.
• Must be efficient, with strong attention to detail.
• Must have strong follow up skills.
• Must have strong skills in organization and planning, demonstrated ability to work independently and exercise sound judgment and problem solving.
• Ability to prioritize tasks and exercise sound judgment; demonstrated critical thinking and problem-solving skills
• Ability to diffuse and manage volatile and stressful situations.
• Ability to manage multiple tasks with frequent interruptions.
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, and report unsafe conditions to the appropriate administrator.

Skill Set

• Ability to prioritize tasks and exercise sound judgment; demonstrated critical thinking and problem-solving skills
• Ability to diffuse and manage volatile and stressful situations.
• Ability to manage multiple tasks with frequent interruptions.
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, and report unsafe conditions to the appropriate administrator.

Physical Demands and Work Environment

• While performing the duties of this position, the incumbent is regularly required to talk or hear.
• The incumbent frequently is required to use hands, fingers, handle or feel objects, tools and controls.
• The incumbent is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• The incumbent may occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.
• The noise level in the work environment is usually moderate.

The above describe the physical and visual activities that are commonly associated with the performance of the essential functions of this job. “Commonly associated” is not intended to mean always or only. Reasonable accommodation will be provided as required by law to enable otherwise qualified employees with a known disability to perform the essential functions of the job.

Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

This job description describes the essential functions of the described position. It’s not an exhaustive statement of all duties, responsibilities or qualification of the job.