What are the responsibilities and job description for the Dispatch Assistant - Hunton Services position at The Hunton Group?
Hunton Services, a division of the The Hunton Group in Houston, TX. is seeking to hire a dedicated Dispatch Assistant as support to the Dispatcher and support for the Area Service Manager. The ideal candidate will need to be organized and have excellent customer service skills. Come work for an industry leader located in zip code 77087.
Come work for an industry leader that has been recognized both locally and nationally as one of Top Places to Work!
Responsibilities:
- Check customers for contacts and add/correct to current/updated information.
- Attach packing slips and other needed documents to service calls.
- Run open calls report and verify there are no completed calls.
- When refrigerant is involved, verify records are entered.
- Process warranty claims and track paid claims.
- Billing to include the following: Verify job description matches invoice description and job is complete, adjust billing rates by customer, markup materials, as necessary.
- Prepare and submit hours and coordinate payroll for Technicians.
- Follow up on aging Accounts Receivable weekly.
- Communicate with sales, technicians, supervisors and other coordinators regarding job scheduling and possible delays.
- Read emails addressed to "dispatch" and help reply to them when possible.
- Answer incoming calls to the dispatch line.
- Receive POs in Metaviewer.
- Prepare PowerPoint presentations for sales meetings as needed.
- Make sure subcontract forms are in place for all subcontractors.
- Collect JSAs from technicians for every job.
- Track safety requirements for each customer site.
- Cross reference on warranty and out of warranty parts or services.
- Assure that all Trane National Service calls are summarized and uploaded within timeline.
- Responsible for opening and responding to e-mail requests.
- Assist in researching billing issues for accurate invoicing.
- Perform purchase order reconciliations and ensure POs are valid and active.
- Generate a Work in Progress report on Open calls, completed calls and Ready to Close calls.
- Track existing safety certifications for each technician.
Qualifications:
- Proficiency in Word, Outlook, and Excel.
Requirements:
- Associate's degree or higher
