Dispatcher / Warranty Administrator

Apex Companies•North Aurora, IL

15d•Onsite

About The Position

We are seeking a Dispatcher / Warranty Administrator to join our team in North Aurora, IL. This role is responsible for coordinating service operations, dispatching technicians, managing work orders, and overseeing warranty claim administration. The ideal candidate is highly organized, customer focused, and capable of thriving in a fast-paced environment while balancing multiple priorities.

Requirements

High School Diploma or equivalent required
Valid Driver’s License
Minimum 2 years of dispatching, service coordination, or related experience
Proficiency in Microsoft Excel, Word, and Outlook
Strong planning, prioritization, and time management skills
Ability to manage multiple priorities and adapt to changing demands
Strong communication, customer service, and problem-solving skills
Ability to remain calm and effective in high-pressure situations
Understanding of geographic routing and dispatch efficiency
Ability to work independently and collaboratively within a team environment

Nice To Haves

Experience in the forklift or material handling industry preferred
Knowledge of ERP systems and dispatch/service software preferred

Responsibilities

Answer incoming service calls and emails
Dispatch technicians based on location, skill set, and service urgency
Schedule and manage Planned Maintenance (PM) appointments
Enter and track PM activity within Business Central
Coordinate technician schedules and daily routing
Maintain and update customer information within company systems
Coordinate with third-party vendors when work falls outside internal service capabilities
Serve as the primary point of contact for service-related communication
Respond to customer inquiries within 24 hours or sooner
Coordinate with Sales and internal departments to support customer needs
Obtain purchase orders and follow up regarding customer satisfaction
Enter equipment and service information into company systems
Manage work orders from creation through completion
Monitor work-in-progress reports and aging invoices
Review estimates, labor entries, and documentation accuracy
Maintain organized and accurate service records
Submit warranty claims to manufacturers accurately and in a timely manner
Review repair orders to ensure proper documentation and compliance with manufacturer requirements
Correct and resubmit rejected warranty claims as necessary
Track warranty parts and coordinate shipping or disposal as needed
Serve as a liaison between technicians, management, service teams, and manufacturers
Stay current on manufacturer warranty policies, procedures, and recalls
Support and assist service technicians as needed
Provide recurring operational updates and reporting
Promote workplace safety and company compliance standards
Identify opportunities for process improvements and operational efficiencies
Support implementation of new systems and procedures
Perform additional duties as assigned