Scheduling Coordinator/Dispatcher
Job Responsibilities
The Scheduling Coordinator/Dispatcher must be able to maintain focus and a pleasant attitude while being interrupted on a regular basis by both technicians and customers calling for service. The Scheduling Coordinator/Dispatcher works closely with the Service Manager to provide timely and accurate follow up and resolution of customer service issues, ensuring satisfied customers, and promoting our products and services. One of the most important aspects of this position is to be able to maintain focus and a pleasant attitude while performing many communications related duties and being interrupted on a regular basis. Exceptional attention to detail and organizational skills as well as the ability to stay on task are key. Must be able to communicate well with customers and to other departments of Preferred Window & Door.
Job Duties
- Enter job information and scheduled time for jobs on computerized dispatch board.
- Schedule & pre-schedule all sold jobs.
- Contact customers before materials arrive to schedule installations (Pre-Schedule).
- Pre-Schedule and monitor hot jobs and service follow up return trips.
- Monitor and update schedule for materials ordered if vendor ETA changes.
- Check on the status of unscheduled jobs: making sure product has been ordered, acknowledged, shipped, received, and update jobs that are waiting on materials.
- Prepare all communication (emails, paperwork, etc.) for installations that will be happening the next day.
- Make installation and service confirmation calls to customers.
- Answer phone, route calls, and take service requests via e-mail and phone as needed.
- Create Tickets by entering job information into the company computer program.
- Keep departmental files/info organized.
- Schedule technicians as needed.
- All other duties as assigned.
Qualifications
- Must be comfortable with the use of all forms of office equipment.
- Must demonstrate exceptional organizational skills.
- Must pay attention to detail.
- Must be able to read and write English legibly and accurately.
- Must be able to multi task.
- Must speak clearly and have a pleasant phone mannerism.
- Must have the ability to actively listen and communicate effectively through clear speech and hearing.
- Must have neat appearance.
- Must have good eyesight or wear corrective lenses (glasses or contacts).
- Must have arithmetic skills to allow for basic addition and subtraction.
- Must be able to pass a standard drug test.
Core Competencies
- Ability to understand and take direction from superiors.
- Ability to handle and schedule multiple tasks within a day.
- The ability to follow instructions.
- The ability to write clearly and spell correctly.
- Ability to work with and lead others in a positive and productive manner.
- Ability to work under stressful situations.
- Ability to maintain a positive outlook and attitude.