Dispatch Operations Specialist

Job Description: Dispatch Coordinator

Position Overview:
The Dispatch Coordinator plays a key role in managing daily operational activities, ensuring effective communication between teams, and supporting various schedules. This role requires strong organizational skills, effective communication, and the ability to handle multiple tasks in a dynamic environment.

Key Responsibilities:

• Daily Operations Management:
• Begin work promptly each day.
• Monitor the status of team members who are unavailable.
• Coordinate with team leads to confirm that groups are situated and en route to their respective assignments.
• Schedule Coordination:
• Verify if there have been any changes to schedules.
• Communicate with clients regarding schedule updates and check for any relevant site conditions or requirements.
• Update scheduling tools accordingly.
• Review company emails from relevant team members every morning.
• Call Management:
• Review calls and messages before transferring responsibilities to the main line.
• Follow up with on-call staff to determine which calls require return visits, follow-ups, or further actions.
• Task Scheduling:
• Organize schedules to ensure efficiency and avoid overlapping assignments.
• Group tasks logically based on geographic areas or project needs.
• Review flagged tasks and team notes to identify needs such as estimates or supplies.
• Confirm that necessary materials have been ordered and verify expected arrival times.
• Customer Communication:
• Answer phones with a professional, empathetic, and friendly approach.
• Acknowledge customers, assure them of timely service, and express a readiness to meet their needs.
• Ask detailed questions to gather comprehensive information.
• Enter detailed notes into relevant systems to ensure smooth handoffs between team members.
• Issue Escalation:
• For recurring issues, collect detailed information from both the customer and team members.
• Escalate unresolved issues to appropriate supervisors for further review.
• Materials Management:
• Label all incoming materials clearly.
• Notify team members when materials have arrived and are scheduled for use.

Qualifications:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in using scheduling software and tools.
• Ability to remain calm and professional in high-pressure situations.
• Detail-oriented with a proactive problem-solving approach.

Reports To: Office Manager and Owners

Job Type: Full-time

Pay: $20.00 - $30.00 per hour

Expected hours: 40 – 50 per week

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to Commute:

• Asbury, NJ 08802 (Required)

Ability to Relocate:

• Asbury, NJ 08802: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $30