Dispatcher and Systems Coordinator

Advocates•Framingham, MA

12d•Hybrid

About The Position

The Dispatcher and Systems Coordinator oversees the daily operations of Field Technicians and maintains data in Maintenance System. They assist the Vice President and Director(s) of Facilities and Fleet Management in ensuring that requests are completed in a timely manner and projects meet deadlines. This is a hybrid position. Who We Are At Advocates, we provide comprehensive services for people facing developmental, mental health, or other life challenges. We’re a nonprofit, mission-driven organization with a person-centered approach, empowering the individuals we support to make choices, build independence, and live full, meaningful live s. Our work is rooted in respect, compassion, and inclusion, and we envision a world where individual differences are appreciated and celebrated. At Advocates, we value the ideas, experiences, and contributions of employees and are committed to fostering a supportive, welcoming culture where everyone can grow and thrive.

Requirements

High School diploma or equivalency and 2-5 years’ experience in an administrative role.
Ability to multi-task and work in a fast-paced environment.
Must be highly organized with strong attention to detail and accuracy.
Must be able to perform each essential duty satisfactorily.
Experience with database entry, maintenance and report production.
Must be highly proficient with Microsoft Word, Microsoft Excel, and Microsoft Outlook
Ability to use office equipment such as scanner, digital camera, copier, printer and fax.
Ability to maintain professional, pleasant, and helpful demeanor at all times.
Must hold a valid drivers’ license.
Must have access to an operational and insured vehicle and be willing to use it for work related tasks as requested.

Nice To Haves

Strongly prefer that a candidate will have a demonstrated understanding of and competence in serving culturally diverse populations.

Responsibilities

Dispatch technicians and/or assign submitted requests.
Ensure tickets are up to date, executed and closed.
Escalate tickets with potential for capital improvement projects or with high need for further approvals.
Communicate unresolved issues along with any progress or action taken to Director(s).
Track technician time off schedule and monitor timecards for completion.
Develop schedule and ticketing system within the Maintenance System for all preventative maintenance to company residences/clinics/buildings/school.
Maintain schedule and ensure completion of building inspections.
Review QM Deficiency Reports.
Enter deficiency requests/repairs into Maintenance System based on priority.
Escalate any capital improvement projects to the appropriate director.
Track all leases and ensure renewal alerts at 6, 3, and 1 month(s) prior to renewal.
Maintain files for programs to include inspection reports and certifications.
Provide technical support to employees utilizing Maintenance System.