Operations Coordinator (Dispatcher)

Arctic Shred • Anchorage, AK

23d • Hybrid

About The Position

The Operations Coordinator (Dispatcher) role involves providing comprehensive administrative support to the CEO and CFO, reporting directly to the Executive Office Manager. This hybrid remote position requires a blend of remote and in-office work, with a strong emphasis on communication and coordination between office staff, remote employees, and field drivers. Key responsibilities include managing customer interactions, handling sales calls, maintaining databases, optimizing fleet operations, and ensuring compliance with company policies and industry regulations.

Requirements

• High School Diploma or equivalent
• Clean MVR
• Pass pre-hire background check
• Must be able to pass random drug screening and pre-hire screening
• Must be able to carry a cell phone to be in constant communication with the supervisor
• Strong commitment and attention to accuracy and quality
• Strong directional awareness of Anchorage Vicinity and Southcentral Alaskan Cities with navigational skills to assist with fleet dispatching
• Valid State of AK Driver’s License (Class B preferred)
• Strong Computer skills, (Effective Web Searching, Fast Typing skills, 10-key, MS Office Suite, Adobe Sign, etc.)
• Excellence in Customer Service and great Communication Skills.
• Expediting office errands on an infrequent basis.
• Report to work on time prepared to perform the duties of the position.
• Well organized and detail oriented.
• Able to work both in a team environment and as an individual contributor.
• Able to follow all company policies and procedures.
• Self-motivated.
• Good knowledge of city streets or able to read a city map.
• Ability to use handheld devices.

Nice To Haves

• Industry Knowledge preferred
• CSDS Certification (Certified Secure Destruction Specialist)
• RIM (Records Information Management experience)
• 5 Years of Secure Destruction Field Experience
• 2 Years of Office Administrative Experience
• Mechanical aptitude to assist in telephonic troubleshooting with the fleet in the event of a breakdown.
• Class B CDL preferred for versatility for unexpected driver sick days.

Responsibilities

• Provide administrative support for the CEO & CFO.
• Receive and respond to customer phone calls and requests for customer support.
• Take inbound sales calls and perform inside sales duties including sending quotes, cross selling and upselling services.
• Set up new customers in the database and scheduling system, and make account changes per SOPs.
• Perform outside sales tasks as delegated, managing prospects and territories.
• Manage delegated correspondence in a time-sensitive manner.
• Collect sensitive confidential customer records for walk-ins when in the office environment.
• Manage the Shred database for Document destruction data.
• Provide quotes through an approval process using Adobe Sign approved through the CEO.
• Create new customer profiles within the Shred database.
• Fleet Dispatching, Route Optimization, Daily Work Order Creation.
• Send Work Orders to field Applications and drivers handhelds.
• Facilitate effective and efficient Office to Fleet Communication via company radios and cell phones.
• Reconcile (Certify & Close) Work Orders at the end of the shift daily with great accuracy.
• Prepare Agendas for and/or take minutes for Weekly Team Meetings.
• Assist with company operational policy creation and amendments as delegated.
• Provide Certificates of Destruction, service schedules, and the like as needed to customers by request.
• Adhere to state, local federal and company policies.
• Perform other related duties as assigned.
• Coordinate daily schedules/routes for service trucks and field operators.
• Ensure optimal routes and work assignments for drivers.
• Communicate with customers to confirm service details.
• Respond to any issues or delays in a timely manner.
• Ensure compliance with company policies, regulations, and safety standards.
• Document and track service requests, dispatches, and job completions.
• Enter new client information and schedule information to the company database.
• Ensure the accuracy of all data entered to the company database through QA/QC processes.
• Serve as ERC (Emergency Response Coordinator) to drivers in emergency situations.
• Ensure NAID compliance of all drivers and Access Employees through training and screening, direction, communication and follow-up.
• Confirm that all drivers perform pre-trip vehicle inspections to ensure safety compliance and verify that drivers report any mechanical issues and remove unsafe vehicles from service.
• Ensure that all dispatching practices comply with federal, state, and local laws, including hours of service (HOS) regulations.
• Handle emergencies such as accidents, vehicle breakdowns, or customer issues by following the company’s Incident Response Plan.
• Keep detailed logs of all service calls, including job completion status, time of service, and any issues encountered.
• Ensure that all dispatch records are properly stored and retained in compliance with company policy and regulatory requirements.
• Submit daily dispatch reports summarizing completed jobs, delays, cancellations, and driver performance.
• Answer phones – Customer Service, Direct Calls as received, take sales calls and perform inside sales tasks.
• Create quotes and submit for clients with minimal bin/location requirements.
• Prepare agendas with necessary topics for discussion and lead team meetings.
• Ensure all expirations are followed up on and renewed and that spread sheet for expirations is updated.
• Ensure all Key Risk Assessments and Key Releases are sent and signed prior to scheduling key distributions.
• Forward any bin change order information to Sales for a Bin Change Order to be created.
• Upon receipt of a fully executed Bin Change Order, enter changes to Company Database.
• Assist CEO, CFO and Sales as needed.
• Meet department productivity and quality standards.
• Receive, comprehend, and respond appropriately to direction.
• Work with customers to fulfill customer service requests.
• In the event of inclement weather, report to work early before regularly scheduled time to allow for delays and to stay ahead of the fleet for dispatching directions, if necessary.
• Have a positive and respectful attitude.
• Able to accept change in directions as customer needs change.
• Work well under pressure.
• Attend Weekly team meetings and contribute to promote companywide engagement between the remote/office/field employees.

Benefits

• PTO accrued per pay period based on tenure starting at .02 hours accrued per hour worked.
• Cell phone Usage Stipend.
• Internet Usage Stipend.
• Laptop and work-related hardware & software provided by the employer as needed.
• Company Radios Provided.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED