Operations & Dispatch Coordinator

Trenchless Today.•Clifton Park, NY

13h•Onsite

About The Position

Trenchless Today is looking for a highly organized, fast-paced Dispatch & Operations Coordinator to keep our installation and service teams moving efficiently every day. This is not a traditional office job. Every morning, you will be responsible for ensuring crews are prepared, dispatched, accountable, and productive. You'll coordinate technicians, customers, schedules, equipment, and project changes while making dozens of real-time decisions throughout the day. The ideal candidate thrives under pressure, loves solving problems, notices details others miss, and can confidently hold technicians accountable when standards are not met. If you enjoy being the person who keeps everything running smoothly while others panic, this may be the perfect role for you. The Dispatch & Operations Coordinator serves as the central communication hub between customers, technicians, project managers, and leadership. This role is responsible for ensuring all jobs are prepared, technicians are dispatched efficiently, customer communication is maintained, schedules are optimized, and company processes are followed. The successful candidate will manage a constantly changing schedule while maintaining a high level of accuracy, urgency, and professionalism.

Requirements

Exceptional organizational skills
Strong attention to detail
Ability to multitask in a fast-paced environment
Strong communication skills
Ability to remain calm under pressure
Strong computer skills
Experience using CRM and scheduling software
Ability to make decisions quickly
High level of personal accountability

Nice To Haves

ServiceTitan experience
Dispatch experience
Home service experience
Construction scheduling experience
Operations coordination experience
Project coordination experience

Responsibilities

Conduct daily technician readiness review
Verify all crews are prepared for scheduled work
Ensure technicians understand their assignments before departure
Confirm labor, equipment, materials, permits, and access requirements are in place
Dispatch crews efficiently each morning
Resolve issues that may delay production
Review previous day's paperwork for completeness
Verify all required forms have been submitted
Confirm photos and videos have been uploaded
Ensure technician notes are accurate and complete
Follow up immediately on missing documentation
Hold technicians accountable to company processes
Manage daily and weekly production schedules
Reschedule jobs when weather, customer requests, emergencies, or production issues occur
Optimize routes and technician utilization
Balance workload between crews
Identify opportunities to maximize production efficiency
Adjust schedules throughout the day as conditions change
Notify customers when crews are en route
Communicate schedule changes professionally
Confirm appointments
Handle customer concerns related to scheduling
Coordinate project updates as needed
Maintain accurate job records
Update schedules in ServiceTitan and company software systems
Enter notes, documentation, and project updates
Track job progress and completion status
Ensure data accuracy across all platforms
Coordinate with project managers and leadership
Assist with emergency scheduling situations
Monitor production throughout the day
Identify scheduling conflicts before they become problems
Support company growth through efficient operational planning