Job Summary The Dispatcher plays a critical role in supporting both administrative operations and service coordination within the division. This position is responsible for assisting the Operations Manager with day-to-day administrative functions while also coordinating service activities and managing emergency response for fire alarm and suppression system incidents. This role combines organizational support, operational coordination, and team leadership to ensure efficient workflows, timely service delivery, and clear communication between customers, field personnel, and internal teams. Success in this position requires strong attention to detail, and the ability to perform effectively in a fast-paced, deadline-driven environment.
Essential Duties
Dispatch & Scheduling
- Oversee daily dispatch operations, including scheduling inspections, service appointments, and emergency response activities.
- Coordinate technician schedules based on availability, location, and client needs; adjust assignments as necessary to address changes or emergencies.
- Act as the escalation point for scheduling issues, client concerns, and service updates.
- Ensure technicians are properly equipped with job details, documentation, and resources prior to dispatch.
- Monitor and verify timely completion of scheduled services and inspections.
- Maintain accurate dispatch records and documentation within scheduling systems.
- Develop, implement, and refine dispatch processes and best practices to improve efficiency and customer satisfaction.
- Communicate schedule changes, delays, and updates promptly and professionally to all stakeholders.
Administrative & Operational Support
- Provide direct administrative support to the Operations Manager, including calendar management, meeting coordination, travel arrangements, and preparation of documentation.
- Coordinate daily administrative and operational activities to ensure smooth division operations.
- Manage document control for projects, including permits, plans, change orders, and compliance documentation.
- Track project timelines, maintain documentation, and support workflow coordination to ensure deadlines are met.
- Prepare and maintain reports, track project status, and compile data for management review.
- Serve as a primary point of contact for internal and external communications, ensuring professional and timely responses.
- Build and maintain strong relationships with clients, vendors, and subcontractors.
- Assist with departmental initiatives, including scheduling, task delegation, and continuous improvement efforts.
- Travel to job sites or government offices as needed to manage documents, plans, or related requirements.
- Identify opportunities to improve workplace efficiency, team performance, and goal achievement.
- Foster a collaborative and high-performing team environment.
- Perform other duties as assigned to support division goals.
Qualifications
- Strong organizational, multitasking, and time management skills with exceptional attention to detail.
- Excellent communication and interpersonal skills, both written and verbal.
- Proven ability to work independently and collaboratively in a team environment.
- Ability to perform effectively under pressure and adapt to changing priorities.
- Proficiency in Microsoft Office Suite (Excel, Outlook, Teams, etc.).
- Valid driver’s license with a clean driving record.
Experience
- Minimum of 2 years of dispatch experience required.
- Prior administrative experience required.
Safety/Physical Requirements
- Primarily sedentary role with occasional walking and standing.
- Ability to lift up to 25 lbs.
Education
- High school diploma or equivalent.
- A combination of relevant education and experience may be substituted for the minimum requirements.
Reports to: Division Manager
Pay Rate: $25.00 - $40.00 per hour
Classification: Non-exempt, In-Person, Full-Time
Supervisory: N/A
Disclaimer: This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of the RLH Fire Protection, Inc.
