Benefits Include
· Medical, Dental, Vision, and other supplementary insurance plans
· Paid Time Off
· 401(k)/Roth
· Opportunities for advancement
· Employee Assistance Program
Job Summary
We are looking for a reliable and detail-oriented Dispatcher/Administrative Assistant to join our team. The ideal candidate will be responsible for scheduling and dispatching technicians to inspect fire sprinkler/alarm systems in commercial and residential buildings.
Your role is crucial in ensuring the efficient and organized operation of your division, supporting the workflow of our technicians and project managers, and maintaining a high standard of administrative excellence. This position offers a dynamic work environment with opportunities to continue to the success and growth of our business.
Essential Duties
· Organize and manage office operations, including filing, record-keeping, and maintaining a clean and productive workspace.
· Schedule all inspection and technician to customer locations
· Responsible for communicating with customers to schedule appointments, answer questions, and provide updates on the status of inspections.
· Responsible for ensuring that all inspections are completed on time and that the technicians have the necessary equipment and information to complete the job
· Work within the team to provide timely service to customers.
· Reroute technicians at the last minute when/if needed.
· Act as a point of contact for clients, vendors, and contractors, handling inquiries, scheduling appointments, and facilitating communication.
· Respond to customer inquiries and provide administrative support for customer service activities. Maintain positive relationships with clients and vendors.
· Provide exceptional customer service and build positive relationships.
· Assist project managers in maintaining and organizing project files, documents, and records.
· Assist managers and team members with administrative tasks such as scheduling meetings, preparing reports, or coordinating travel.
· Help prepare project proposals, bids, and other project-related documents.
· Generate and send invoices to clients for services rendered.
· Track payments and assist with collections as necessary.
· Provide general administrative support to project managers, technicians, and other team members as needed.
· Assist in various office tasks and projects to ensure the smooth operation of the business.
· Adapt to quickly changing priorities and assist with various tasks to support company operations.
· Manage and update data bases, inputting accurate information related to company accounts, clients, jobs, and other records for easy retrieval.
Qualifications
· 3 years’ experience in a dispatcher/administrative position.
· Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software applications.
· Keen eye for detail
· Ability to work independently and in a team setting.
· Ability to prioritize and organize multiple requests at a time.
· Ability to learn Service Trade platform for scheduling.
· Ability to find solutions to customer and technician when needed.
Job Requirements
· Strong organizational and multitasking skills.
· Scheduling skills.
· Excellent communication and interpersonal abilities.
· Attention to detail and commitment to maintaining accurate records.
· Knowledge of the fire protection or construction industry is a plus.
· Ability to adapt to changing tasks and priorities.
· Valid Driver’s License.
Related Experience
· 3 years of administrative experience required.
· 3 years of dispatching experience required.
Safety/Physical Requirements
· Mostly sedentary position with some standing and walking
· Ability to lift up to 25lbs.
Education
· Highschool diploma or equivalent
· A combination of appropriate education and experience may be substituted for the minimum education and experience requirements.
Reports to: Division 4 Manager
Pay Rate: $31.00-$41.00 per hour
Classification: Non-exempt
Supervisory: This position does not have direct reporting employees
Disclaimer: This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of the Employer.
Job Type: Full-time
Pay: $31.00 - $41.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Ability to Relocate:
- San Francisco, CA 94124: Relocate before starting work (Required)
Work Location: In person