Dispatch Coordinator – Planned Maintenance

Leo Facilities Maintenance•River Grove, IL

6d•Onsite

About The Position

The Dispatch Coordinator – Planned Maintenance is responsible for scheduling, coordinating, and dispatching technicians for preventive and planned maintenance services. This role ensures that maintenance work is completed on time, customers are informed throughout the process, and technicians have the information, materials, and support needed to perform their work efficiently. The Dispatch Coordinator serves as the primary communication hub between customers, technicians, operations, and management.

Requirements

High school diploma or equivalent required.
2+ years of dispatching, scheduling, or service coordination experience preferred.
Experience in HVAC, mechanical, facilities maintenance, plumbing, electrical, or service industries is preferred.
Proficiency with Microsoft Office and dispatch/service management software.
Strong organizational and multitasking abilities.
Excellent communication and customer service skills.
Strong time management and prioritization.
Ability to work in a fast-paced environment.
Detail-oriented with excellent follow-through.
Problem-solving and decision-making skills.
Ability to remain calm under pressure.
Team-oriented with a positive attitude.

Responsibilities

Schedule planned maintenance visits based on customer agreements and service intervals.
Optimize technician routes to maximize productivity and minimize travel time.
Assign work orders according to technician skill sets, availability, and geographic location.
Adjust schedules as needed due to emergencies, customer requests, or staffing changes.
Contact customers to schedule maintenance appointments.
Confirm appointments and provide reminders.
Communicate schedule changes promptly and professionally.
Address customer questions regarding maintenance scheduling and technician arrival times.
Create, update, and close work orders accurately.
Ensure maintenance agreements are fulfilled according to contract requirements.
Verify technicians receive complete job information, site access instructions, and equipment history.
Maintain accurate documentation within the service management system.
Monitor technician schedules throughout the day.
Provide real-time support for scheduling conflicts and logistical issues.
Coordinate parts, permits, or special equipment needed for planned maintenance.
Assist technicians in maintaining daily productivity goals.
Maintain customer maintenance schedules and recurring service plans.
Track overdue or upcoming maintenance services.
Generate scheduling and completion reports.
Ensure data accuracy in dispatch software and CRM systems.