Service Dispatcher

Facility Solutions Group•Blue Ash, OH

About The Position

The Service Coordinator / Dispatcher manages the full lifecycle of service work orders, including intake, scheduling, dispatch, quoting support, documentation, billing coordination, and customer communication. The role serves as the central operational hub between customers, technicians, subcontractors, vendors, and internal departments to support timely service delivery, accurate financial processing, and a high-quality customer experience.

Requirements

High school diploma or equivalent.
Professional verbal and written communication skills with a customer-service focus.
Proficiency in Microsoft Office and service management systems.
Ability to manage multiple priorities while maintaining accuracy and attention to detail.

Nice To Haves

Experience in dispatching, service coordination, or administrative operations.
Strong organizational, multitasking, and problem-solving abilities in a fast-paced environment.

Responsibilities

Create, schedule, dispatch, update, and close service work orders in accordance with service level expectations.
Coordinate schedules with technicians, subcontractors, and customers while optimizing routing and daily workload.
Monitor dashboards, reports, and portals to maintain accurate job status and respond to newly released work.
Prioritize work based on customer requirements, service agreements, and operational needs.
Serve as the primary contact for incoming calls, service requests, and status inquiries.
Communicate schedules, service windows, material availability, and updates to customers.
Collaborate with technicians on scope clarification, scheduling, quotes, and parts needs.
Maintain clear and complete documentation of communications and job activity.
Assist in developing service quotes using technician input and material and labor estimates.
Source pricing from vendors, subcontractors, and suppliers as needed.
Order or stage identifiable materials in advance to support first-trip completion.
Track parts orders and confirm material receipt before scheduling work.
Maintain accurate work order records, notes, attachments, and historical data.
Support billing processes, including invoice review, cost transfers, and documentation accuracy.
Perform accounts payable, accounts receivable, payroll entry, and purchasing support tasks.
Maintain contract databases, customer/vendor setup coordination, and proposal tracking.
Monitor open work orders and follow up to ensure timely completion and closure.
Track technician availability, inventory updates, and scheduled time off.
Coordinate permits, outages, warranty requests, and special customer requirements.
Support safety awareness by identifying potential hazards within work scopes.
Participate in routine team check-ins and cross-functional communication.