Assistant Account Coordinator – Dispatch & Scheduling
Job Type: Full-Time
Department: Client Management
Location: [Location / Hybrid / Remote]
Job Summary
We are seeking an organized, detail-oriented Assistant Account Coordinator – Dispatch & Scheduling to join our Client Management team. This position provides administrative, scheduling, dispatch, and customer service support for assigned client accounts, including Ulta PM and KinderCare.
In this role, you will coordinate service providers, schedules, customers, and internal teams to ensure work orders move efficiently from dispatch through completion. You will monitor open work orders, communicate updates, maintain accurate records, assist with proposals, and help resolve scheduling or service issues.
This is a fast-paced position that is ideal for someone who enjoys organization, problem-solving, communication, and coordinating multiple priorities. The successful candidate will be proactive, dependable, professional, and comfortable taking ownership of assigned tasks.
What You'll Do
- Coordinate daily dispatching and scheduling for assigned client accounts.
- Contact service providers by phone and email to assign work, confirm schedules, and obtain service updates.
- Communicate professionally with customers, vendors, landlords, and internal teams regarding service requests and work order status.
- Monitor work orders from dispatch through completion and follow up on overdue or outstanding work.
- Identify scheduling conflicts, service delays, and vendor issues and escalate when appropriate.
- Confirm completed services and accurately close work orders to prevent billing or service discrepancies.
- Maintain accurate work order files, customer documentation, and account records.
- Update customer portals, work order systems, and other third-party platforms.
- Collect, organize, and combine service documentation using Adobe Acrobat and company software.
- Verify service provider pricing and scope of work prior to proposal submission.
- Assist with preparing and submitting customer proposals.
- Support Account Managers with administrative and account coordination tasks.
- Manage multiple accounts and deadlines while maintaining a high level of accuracy and customer service.
- Provide coverage and support to team members during periods of increased workload.
- Assist with special projects and other duties as assigned.
What We're Looking For
- Strong organizational and time-management skills.
- Excellent attention to detail and follow-through.
- Strong verbal and written communication skills.
- Professional and confident phone etiquette.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Strong customer service and problem-solving skills.
- Ability to work independently while contributing to a collaborative team.
- Intermediate proficiency with Microsoft Excel, Word, Outlook, and Google Sheets.
- Experience using Adobe Acrobat to organize and manage electronic documents.
Preferred Experience
- Dispatching or scheduling experience.
- Customer service or account coordination experience.
- Administrative or operations support experience.
- Experience with construction, facilities maintenance, handyman services, or other service-based industries.
- Familiarity with work order management software, dispatch systems, CRM platforms, or customer portals.
Industry experience is a plus, but we are willing to train the right candidate who demonstrates strong organizational, communication, and customer service skills.
What Makes Someone Successful in This Role?
The ideal candidate is someone who:
- Takes ownership and follows tasks through to completion.
- Can quickly prioritize when multiple requests come in at once.
- Is comfortable making phone calls and communicating with service providers and customers.
- Notices details and catches potential issues before they become problems.
- Responds with a sense of urgency when service needs require immediate attention.
- Can confidently ask questions, identify next steps, and escalate issues when needed.
- Works well as part of a team and is willing to step in when coworkers need support.
- Maintains professionalism and a positive attitude, even in a high-volume environment.
Work Environment
This is primarily an office-based position with the ability to work from home when applicable. Reliable internet access is required for remote work.
The company provides a laptop, cell phone, and necessary equipment to successfully perform the job.
Why This Role Matters
The Assistant Account Coordinator plays an important role in keeping client service operations running smoothly. By coordinating schedules, service providers, customers, documentation, and work orders, this position helps ensure clients receive timely and reliable service from dispatch through completion.
If you are organized, customer-focused, and enjoy keeping people and projects moving, we'd love to hear from you.
Pay: $21.00 - $23.50 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Work Location: In person
