Dispatch Coordinator

Aston Carter•San Jose, CA

1d•$22 - $35•Onsite

About The Position

The Dispatch Coordinator / Customer Service Representative supports daily operations by managing high-volume customer calls, coordinating technician schedules, and providing administrative and project support. This role serves as a key point of contact for customers and field personnel, ensuring service requests are handled efficiently and operations run smoothly. It is well suited for someone with experience in dispatching, scheduling, customer service, or service coordination within construction, facilities, HVAC, fire protection, or other service-based industries.

Requirements

At least 1 year of experience in customer service, dispatching, scheduling, or service coordination.
Proven ability to handle a high volume of phone calls, ideally 50 or more inbound calls per day, in a professional environment.
Experience supporting technicians, field crews, or service teams in a service-based operation.
Strong customer service skills with a focus on clear communication, professionalism, and problem-solving.
Strong organizational skills and attention to detail, particularly in scheduling, data entry, and documentation.
Proficiency with Microsoft Excel and the broader Microsoft Office Suite.
Experience using ServiceTitan or similar dispatch or service management software systems (such as ServiceTrade, Housecall Pro, or FieldEdge).
Ability to multitask and prioritize effectively in a busy office environment.
Comfort working in an open office setting and collaborating with cross-functional teams.

Nice To Haves

Background in construction, HVAC, plumbing, fire protection, facilities services, or other service-based operations.
Experience in call center, logistics, inbound call handling, administrative support, clerical work, and scheduling appointments.
Familiarity with service-industry workflows, including coordination between office staff and field technicians.
Ability to quickly learn new software systems and adapt to evolving operational processes.
Demonstrated reliability, accountability, and commitment to supporting long-term employee success and retention.

Responsibilities

Answer and manage a high volume of inbound customer calls, averaging approximately 50–60 calls per day, in a professional and courteous manner.
Schedule and dispatch technicians using ServiceTitan and other dispatch or scheduling software to ensure timely completion of service requests.
Coordinate service requests from initial intake through completion, clearly communicating updates and expectations to customers.
Support project and operational teams with a variety of administrative tasks, including documentation, tracking, and follow-up activities.
Assist with generating and tracking reports for customers and county agencies, ensuring accuracy and timely submission.
Maintain spreadsheets and perform data entry with strong attention to detail to keep records, schedules, and service information up to date.
Create and issue purchase orders as needed to support field technicians and service operations.
Monitor work orders, technician schedules, and service completion status, proactively addressing delays or issues.
Provide excellent customer service while managing multiple priorities in a fast-paced office environment.
Collaborate closely with Project Coordinators, Operations, and Office Management teams to align schedules, resources, and customer commitments.
Use Microsoft Excel and Microsoft Office Suite to prepare documents, reports, and tracking tools that support daily operations.
Contribute to a collaborative and family-oriented culture by communicating effectively and supporting team members.