We are seeking a highly organized, customer-focused, and proactive Service Dispatch Coordinator to join our team. The ideal candidate will be instrumental in ensuring the timely and efficient resolution of service incidents, providing end-to-end support, and maintaining strong communication with clients, technicians, and internal stakeholders. This role requires exceptional problem-solving skills, a keen eye for detail, and the ability to thrive in a fast-paced, data-driven environment.

Working hours: Afternoon shifts with 3 options to choose from: 15:00-23:30 // 16:00-00:30 // 18:00-2:30. Hours worked after 22 are considered night shift and paid extra.

Responsibilities

• Service Coordination & Scheduling:

o Manage the end-to-end process of resolving service incidents, from initial contact to resolution and invoice generation.

o Efficiently dispatch and schedule technicians based on data-driven assignments, ensuring optimal routing and workload balance.

o Continuously monitor and manage the Dispatch Dashboard, prioritizing tasks by age, client SLA, and urgency (including Premier/Platinum accounts and drive-thru paging).

o Create detailed scopes of work for all service trips (initial and return) and ensure they are accurately documented in incident notes.

o Review and confirm the prior day's activity, ensuring all completed jobs are accurately recorded. o Prepare and finalize the following business day's service schedule at least two hours before the close of business for review and mapping.

o Communicate last-minute scheduling changes to clients and technicians promptly via phone and/or email.

o Work closely with technicians, subcontractors, and Field Operations/Internal Affairs to ensure real-time schedule updates and resource availability to meet SLAs.

o Collaborate with various vendors to facilitate meetings and special equipment/tool orders.

o Adhere to subcontractor process documents when applicable.

Customer & Communication Management:

o Provide end-to-end support to clients, including initial technical assistance and scheduling resources.

o Maintain constant availability on Genisys to handle direct line calls.

o Ensure all client job confirmations have detailed incident notes (who, what, when, etc.) and that emails are sent for technician visibility.

o Respond to all client requests, messages, and emails within 6 business hours and by the end of the day.

o Provide ETA updates and incident changes to clients in a timely manner. o Maintain a cordial and professional working relationship with clients, technicians, and all internal colleagues, including Project Coordinators and Field Operations Managers.

o Escalate P1 and P2 tickets approaching or breaching SLAs proactively to management.

• Documentation and Reporting

Ensure all incident information is thoroughly documented and logged in the incident management system.

o Conduct post-incident reviews to identify lessons learned and action items for service quality improvement.

o Assist with administrative tasks for Service Departments, including contract review, equipment list review, general client/product reporting, and account data review.

o Provide custom client-facing reports and manage service reporting for designated customers. o Update any client 3rd party systems accurately and in a timely manner.

o Keep the Buyer’s Work Center (BWC) up to date and managed.

Experience required:

At least 1 year of experience in a client-facing or customer support role, preferably within a service dispatch or coordination capacity.

Proficient level of English, with strong written and oral communication skills.

o Excellent interpersonal skills, demonstrating a positive attitude and exceptional customer service.

Computer literate with the ability to quickly learn and navigate various systems (e.g., Genesys, Dispatch Dashboard, incident management systems).

o Strong record-keeping and analytical skills with keen attention to detail.

o Ability to work through "gray areas" using critical thinking skills.