National Accounts Work Order & Vendor Scheduling Specialist

Are you the person who keeps moving parts synchronized—no matter how busy the day gets?

Why this role exists

Our team relies on precise coordination to deliver timely service across a national footprint. You will connect subcontractors with service requests, ensure transparent communication with Service and Sales, and safeguard the documentation that enables prompt billing.

What you'll do

• Create and dispatch work orders to approved subcontractors for incoming service needs.
• Confirm availability, assign work, and lock in ETAs; share ETAs, delays, and completions with the Service team or Account Manager.
• Track every active work order to completion and keep the Company 121 Dispatch Board current in real time.
• Check providers in/out via customer or third-party IVR systems.
• Clarify scope, site requirements, and documentation expectations with subcontractors.
• Collect invoices, service reports, photos, receipts, and all supporting documents; forward to the designated administrative employee; follow up on any missing items.
• Source potential subcontractors in assigned markets; dedicate ~1 hour daily and surge for urgent coverage needs.
• Help reach the target of onboarding at least three new subcontractors per month by gathering capabilities, coverage areas, availability, rates, and contacts and submitting them to the Resource Network Manager.
• Jump on urgent issues (e.g., active leaks) and escalate coverage gaps, missed ETAs, excessive pricing, scope changes, repeat visits, customer complaints, or performance concerns.
• Adhere to procedures for assignments, communication, documentation, and after-hours support; participate in team meetings, training, and performance reviews led by the Resource Network Manager.
• Provide occasional after-hours coordination based on the team coverage schedule; perform other related coordination duties as assigned.

What success looks like

• Real-time, accurate dispatch data that the whole team can trust.
• On-time ETAs and clear communication to internal and external stakeholders.
• Complete, accurate documentation delivered swiftly for billing.
• A growing, reliable subcontractor network in historically underserved markets.

Qualifications you bring

• Experience valued in service coordination, dispatching, construction, vendor management, or facilities maintenance.
• Exceptional written and verbal communication; strong organization, follow-through, and time management.
• Ability to manage shifting priorities while tracking multiple live work orders.
• Confident, professional phone presence with subcontractors, internal teams, and customers.
• Meticulous attention to detail and real-time record accuracy.
• Fluency with spreadsheets, email, dispatching tools, and web-based service platforms.
• Aptitude for learning specialized service-management systems and client IVR platforms.
• Availability for occasional after-hours support as scheduled.

Preferred

• Creative persistence in locating vendors for low-coverage markets.
• Composure and proactive action under time pressure.
• Self-motivated with strong cross-functional collaboration.
• Reliability and ownership from initiation through completion.
• Strength in setting expectations and consistent follow-through with subcontractors.
• Familiarity with onboarding requirements, including insurance and general compliance standards.

You're proficient in

• Customer Service
• Facilities Maintenance Experience
• Vendor & Supplier Management
• Dispatching
• Service Coordination

Tools you'll use

• Company 121 Dispatch Board

Your next step

If precision, pace, and ownership describe your work style, you'll feel right at home in this seat.