Dispatch Assistant

At Haynes Mechanical Systems, we have spent over 57 years building a company that we can be proud of - a company that focuses on working together with our customers to provide solutions to their heating, ventilation, and air conditioning needs.

We are a fast-growing commercial HVAC, building automation, and energy services company. Our culture exemplifies achieving excellence in everything we do. We are collaborative and work towards the best result for our customers. Our culture is based on four ideals: family-owned, focus on our associates, dedication to our customers, and continuous improvement.

With locations in Denver, Fort Collins, Colorado Springs, and Phoenix we have many opportunities available. Standard work days are M-F.

COMPETITIVE BENEFITS PACKAGE:

• Comprehensive Medical, Dental, Vision plus employer contributions
• 401K - Matched
• Paid Time Off
• Paid Holidays
• Gym and Fitness Reimbursement
• Taxi Vouchers
• Company Events
• AND MORE!!

POSITION SUMMARY:
The Dispatch Assistant provides all levels of administrative support to the Dispatch team. Must be able to work effectively with Dispatchers, Technicians, Supervisors and Managers to ensure the Dispatch Department is able to efficiently allocate field technicians to specific tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must:

• Provides back-up phone coverage as needed
• Serves as a point of contact for customers seeking assistance, opens work orders, and coordinates with senior dispatchers and Service Supervisors to schedule and dispatch field technicians.
• Assists with backlog auditing
• Assists senior dispatchers with administrative tasks including, but not limited to:
• Reviewing and closing aging TM work orders
• Generating and compiling service reviews/reports as required by special customer requirements
• Generating and compiling customer tasking sheets once service is complete and sending reports to clients
• Assist with updating customer site notes, belt lists, filter lists, and equipment lists
• Ensuring all appropriate internal contacts are aware of any changes and documenting changes in business software
• Provides overall support for the Dispatch team
• Performs special projects as requested by management

COMPETENCIES:
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position:

• Organizational Skills- The individual prioritizes and plans work activities and uses time effectively.
• Proactive Attitude/Initiative- Individual anticipates and plans for unexpected situations, both positive and negative, and presents readiness to introduce action.
• Multi-tasking skills - The individual must be able to work on multiple projects simultaneously.
• Motivated- This individual should possess personal goals and incentives to be moved to action and complete tasks assigned to them.
• Customer Service Skills Provides exceptional service to both internal and external customers; communicates professionally in positive or adverse situations.
• Team Work - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.
• Computer Skills- the individual has competent knowledge of Microsoft Outlook, Excel, Word, etc.
• Dependability - Follows instructions, responds to management direction, takes responsibility for own actions, keeps commitments, completes tasks on time or notifies appropriate person when deadlines cant be met.
• Sense of mission- This individual presents a passion to complete their job or goals to the best of their ability and reflects the companys core values.

REQUIREMENTS:

• Competent with MS Office (Excel, Word, Outlook); able to generate documents and spreadsheets as needed
• 1-3 years of customer service experience
• Able to follow processes and procedures and multi-task with attention to detail
• Able to communicate clearly and professionally with all levels of employees
• Dispatching experience in a similar industry is preferred

PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands and work environment characteristics described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.

Physical Demands:
Must be able to stand, walk, sit for varying lengths of time; must be able with or without reasonable accommodation to operate basic office equipment including telephone, computer keyboard, copier/fax machine; able to hear, speak and communicate clearly; able to read and comprehend written and electronic material. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. While performing the duties of this job, the associate is exposed to minimal noise levels

COMPENSATION: $20hr to $25hr depending on experience

Salary : $20 - $25