Scope of Work & Job Description
The Plumbing Dispatcher / Office Administrator is responsible for coordinating daily field operations, managing customer communications, and supporting the administrative functions of the company. This position serves as the primary point of contact between customers, technicians, vendors, and management to ensure efficient scheduling, timely service delivery, and accurate record keeping.
Primary ResponsibilitiesDispatching & Scheduling
- Schedule and dispatch plumbing technicians based on service priority, location, and availability.
- Monitor technician routes and job progress throughout the day.
- Adjust schedules as needed to accommodate emergency calls, delays, or changes in workload.
- Communicate job details, customer information, and updates to field personnel.
- Track job completion status and ensure all work orders are properly closed out.
Customer Service
- Answer incoming phone calls and emails in a professional manner.
- Schedule service appointments and confirm upcoming jobs with customers.
- Provide customers with updates regarding technician arrival times and project status.
- Address customer concerns and escalate issues to management when necessary.
- Maintain positive customer relationships and ensure a high level of customer satisfaction.
Administrative Support
- Create and maintain customer files, service records, and project documentation.
- Prepare estimates, invoices, proposals, and work orders as directed.
- Process incoming and outgoing correspondence.
- Maintain organized digital and physical filing systems.
- Assist with permit applications, inspections, and municipal documentation when required.
Data Entry & Reporting
- Enter job information accurately into company software systems.
- Track daily production, technician performance, and project progress.
- Generate reports for management regarding scheduling, completed work, and outstanding items.
- Maintain accurate records of customer interactions, invoices, and payments.
Accounts Receivable & Payables Support
- Assist with invoice preparation and distribution.
- Follow up on outstanding customer payments.
- Maintain vendor records and assist with purchase order tracking.
- Coordinate with accounting personnel regarding billing discrepancies and payment status.
Inventory & Vendor Coordination
- Coordinate material deliveries and equipment scheduling.
- Communicate with suppliers regarding material availability and pricing.
- Track inventory levels and notify management when replenishment is needed.
- Maintain records of equipment assignments and usage.
General Office Duties
- Maintain a clean and organized office environment.
- Support management with special projects and administrative tasks.
- Assist in onboarding new employees and maintaining personnel records.
- Ensure company documents, licenses, certifications, and insurance records remain current.
Required Skills
- Strong organizational and multitasking abilities.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office, Google Workspace, and dispatching software.
- Ability to work in a fast-paced environment and manage multiple priorities.
- Knowledge of plumbing, construction, or service industry operations preferred.
- Strong attention to detail and problem-solving skills.
Reporting Structure
The Plumbing Dispatcher / Office Administrator reports directly to the Operations Manager and/or Company Owner and works closely with field technicians, project managers, customers, and vendors to ensure efficient daily operations.
Pay: $50,000.00 - $60,000.00 per year
Benefits:
Work Location: Remote
