Dispatcher

Title: Dispatcher (Project Coordinator)

Primary Function: Accurately multi-tasking all activities surrounding the dispatch of field personnel: receiving and placing calls (vendors, technicians and other company and client representatives), creating and sending dispatch notices, and accurately maintaining the schedule board in a fast paced environment.

Department: INI – Technical Services

Direct Report: Technical Services Director

Key Responsibilities

• Work a rotating schedule to provide 24/7 coverage of incoming calls for service (includes regular weekend and night shifts depending on the published schedule)
• Multitask between multiple phone lines, Project Managers giving verbal job information, and tracking information relayed from the other PCs

• Take vendor calls and record all pertinent information • Accurately maintain the schedule board, including assignment end time, scheduled day off notes, other technician availability notes

• Job setup, assignment creation, project linking, and dispatching of the assignments
• Contact technicians to determine assignment status and technician availability
• Track technician availability and maintain check-in log
• Contact vendors to confirm coverage or request alternative coverage start times
• Update PC via handover on the events/status of multiple assignments in various cities to answer questions pertaining to the assignment status and technician availability.
• Updating and tracking the following:
• Daily assignment progress updates
• Personnel utilization (to include time off status and schedule exceptions)
• Travel requests
• Manage email traffic in a shared inbox, roughly 300 per day, the majority of which are actionable
• Provide seamless handover between Coordinators from day to day
• Produce the daily technician hours report, daily activity report and weekly dropped jobs report.
• Assist Project Managers with activities such as calls, emails or researching and compiling vendor information Qualifications
• Exceptional organizational and multitasking skills a must
• Ability to be professional with strong interpersonal skills
• Ability to use Microsoft Excel, Microsoft Word and Microsoft Outlook
• Ability to work in a fast paced environment and make sound judgments and decisions
• Ability to work flexible hours, maintain phone and laptop availability during shift
• For work-from-home shifts, a quiet workspace to perform all requirements of the position
• Prior dispatching experience for service companies a plus Terms This is a full time salary paid position and typical hours are on a rotating schedule after initial training period. Non Standard days off, weekend coverage required on a rotating basis, night shift coverage. Rotating shift schedule is subject to change according to business needs