Commercial Dispatch & Administrative Coordinator
22 days ago
Broomall
Job Description Job Status: Full-Time Department: Commercial Services Reports To: Commercial Manager FLSA Status: Non-Exempt Travel Required: None Positions Supervised: None Schedule: Monday–Friday; overtime as needed Position Summary The Commercial Dispatch & Administrative Coordinator supports the daily operations of the Commercial Department by managing technician dispatching, coordinating commercial service and repair schedules, processing work orders, preparing job packets, and serving as a primary communication link between customers, technicians, vendors, and leadership. This role requires strong organization, attention to detail, and the ability to manage multiple commercial service jobs-often with longer timelines, multi-day tasks, large facilities, contract customers, and higher-priority emergency needs. Essential Functions Dispatch & Scheduling • Dispatch commercial technicians based on skillset, workload, availability, and urgency of service calls., • Build, update, and manage daily and multi-day schedules for commercial service, repairs, maintenance agreements, and project work., • Monitor job statuses in real time and adjust schedules to address emergencies, delays, and customer needs., • Communicate schedule changes promptly to technicians and customers., • Receive and process commercial service requests via phone, email, work portals, and electronic ticketing systems., • Enter customer information, job scope, equipment details, and site requirements accurately into the system., • Prepare and review work/job packets for technicians, ensuring all information-including site access instructions, equipment lists, PO requirements, and safety rules-is accurate., • Track job progress, parts on order, follow-up work, and open estimates., • Serve as a primary point of contact for commercial customers, property managers, facility directors, and vendor partners., • Communicate service details, scheduling updates, lead times, delays, and follow-up requirements., • Obtain purchase orders (POs) and ensure billing and documentation meet customer-specific requirements., • Process and record customer payments when applicable., • Maintain accurate digital and physical records of commercial work orders, contracts, agreements, and correspondence., • Assist with contract maintenance schedules, PM tracking, and recurring service planning., • Collaborate with warehouse staff to ensure commercial parts staging and deliveries align with job schedules., • Handle escalated customer issues professionally and promptly., • Participate in process improvement projects to enhance commercial workflow efficiency. Core Competencies • Commercial Customer Service – Understands the needs of commercial clients, including urgency, professionalism, and clear communication., • Dispatching & Coordination – Strong ability to plan, manage schedules, and react to changing field conditions., • Organization & Detail Oriented – Manages many moving parts without sacrificing accuracy., • Communication Skills – Clear, professional communication with technicians, customers, and internal teams., • Problem Solving – Quickly resolves scheduling conflicts, job issues, and administrative roadblocks., • Accountability & Reliability – Takes ownership of tasks and follows through consistently., • Time Management – Handles multiple service requests, follow-ups, and admin tasks efficiently., • Working Under Pressure – Maintains composure and accuracy during high-volume or emergency periods. Job Posted by ApplicantPro