Maintenance Dispatch Coordinator

Description

Join a fast-paced, dynamic organization and make a real impact on delivering exceptional customer service! We are seeking an experienced, dependable, and punctual individual to join our team as a Scheduling and Dispatch Specialist. With a focus on maintaining our contract holders, you will play a key role in scheduling preventative maintenance for commercial, residential, and property manager projects. Must have excellent communication skills for making outbound and receiving inbound calls, as well as managing correspondence via email in a fast-paced environment. This role requires excellent verbal and written communication skills, multitasking efficiency, and the ability to maintain a positive and professional demeanor. If you have a passion for delivering outstanding customer service and the ability to thrive in a fast-paced environment, this is the opportunity for you! 

Maintenance Dispatch Coordinator Key Responsibilities:

• Manage daily schedules for preventative maintenance technicians, ensuring 6–7 appointments per technician.
• Make outbound calls to clients and respond to inbound calls, averaging 33–45 outbound calls and 20–30 inbound calls daily.
• Contact clients regarding late appointments and confirm scheduled maintenance appointments two days in advance.
• Open new service work orders, review client service history, and accurately document service requests.
• Ensure all contract-generated maintenance work orders are scheduled within 30 days of opening.
• Monitor technician routes and job statuses to maintain efficient scheduling, with travel times between jobs generally limited to 15–20 minutes.
• Communicate with technicians regarding safety concerns or appointments that exceed expected service times.
• Maintain the maintenance email inbox and respond to customer inquiries promptly and professionally.
• Communicate scheduling issues and customer concerns to management to ensure timely resolution.
• Monitor daily maintenance reports, including return visits, parts received, completed jobs, manager reviews, and open residential and commercial service calls.
• Complete daily billing and close invoices accurately.
• Order specialty filters for scheduled technician appointments and ensure payment is secured for installations.
• Provide backup support for service dispatch from 4:00 p.m. until closing, including daily training and coverage responsibilities.
• Maintain excellent customer service while managing multiple tasks in a fast-paced environment.
• Perform additional duties as assigned to support the organization's growth and operational needs.

Maintenance Dispatch Coordinator Qualifications:

• Previous experience in customer service, scheduling, or dispatching preferred.
• Experience with ServiceTitan is required.
• Dispatching experience is a plus.
• Excellent verbal and written communication skills, including professional phone and email etiquette.
• Strong organizational and time management skills, with the ability to prioritize multiple tasks efficiently.
• Exceptional customer service and conflict resolution skills.
• Ability to thrive in a fast-paced, high-pressure work environment.
• Self-motivated, dependable, and punctual, with a strong commitment to company goals.
• Professional demeanor and ability to work respectfully and collaboratively with team members.
• Ability to manage a high volume of inbound and outbound calls while maintaining accuracy and attention to detail.
• Willingness and ability to work evenings as needed.

Maintenance Dispatch Coordinator Schedule:

• Monday through Friday, with either a 7:30 a.m.–4:30 p.m. or 8:30 a.m.–5:30 p.m. shift.
• One Saturday rotation every six weeks, from 8:00 a.m.–5:00 p.m.
• Half-hour lunch break.
• Reports to the Maintenance Manager and Service Administration Manager.

Benefits:

• 100% employer-paid employee medical insurance
• Dental and vision insurance options
• 401(k) with employer match
• Competitive hourly pay and career advancement opportunities
• Company truck and phone
• Paid holidays, sick leave, and PTO from day one
• Paid training and continuing education

Compensation:

Pay: $23 - $26 per hour