Production Scheduling & Dispatch Coordinator

A Day in the Life

Start your morning prioritizing customer requests, triaging the shared inbox and voicemails, and translating urgent needs into scheduled work. By mid-morning you’re aligning crews, confirming vendor availability, and updating calendars so field personnel know exactly where to be and when. After lunch, you’re issuing estimates, pushing work orders through the ERP, tracking certifications and renewals, and checking that yesterday’s labor and materials are ready for billing. Before you wrap, you’ll reconcile changes, document conversations, and flag anything that needs follow-up so tomorrow begins smooth.

Why This Role Matters

As the operational hub connecting customers, field teams, vendors, accounting, HR, and leadership, you turn requests into action. You’ll blend customer service, scheduling/dispatch, compliance administration, documentation, and light accounting support to keep production moving and clients informed.

Is This You?

• You’re fluent with Outlook (folders, flags, attachments, calendars, replies/forwards) and can juggle several windows at once.
• Copy/paste, file management, and moving between software tabs are second nature.
• You work confidently in Word and Excel, pick up ERP/business systems quickly, type accurately, and communicate professionally by phone and email with excellent documentation habits.
• You keep shifting priorities and interruptions under control with organized follow-ups.
• You learn services and processes quickly so you can explain options, coordinate jobs, and support recommendations.

Training focuses on company workflows and tools—not basic computer literacy. If you need frequent help with fundamentals or prefer very repetitive tasks, this won’t be a match.

What You'll Own

Customer Intake, Communication, and Sales Support

• Answer calls with poise, capture accurate details, and route or resolve promptly.
• Explain service offerings, instill confidence, and surface appropriate solutions.
• Set up orders/projects and dispatch via company software.
• Prepare and send estimates, work orders, and updates.
• Respond to account questions quickly and courteously.

Production Coordination and Scheduling

• Publish and maintain production and on-call schedules.
• Verify assignments and communicate changes in real time.
• Track internal and vendor performance; follow through on open items.
• Assist with after-hours/on-call coordination as assigned.
• Administer labor reporting; help track time, attendance, OT, and PTO.
• Coordinate training calendars, travel, and logistics for operations and HR.

Compliance, Licensing, and Documentation

• Prepare required reports, forms, and regulatory notifications.
• Monitor compliance training, certifications, and renewal due dates.
• Arrange continuing education registrations and related admin.
• Maintain license renewals and submit permit applications as needed.
• Keep controlled documents current (policies, procedures, revisions).

Billing, A/R, and Administrative Support

• Invoice accurately and assist with collections and receivables follow-up.
• Provide backup for A/P and other accounting tasks as assigned.
• Prepare documentation for collections, liens, and small claims, when applicable.
• Handle bank deposits, mail runs, and occasional admin errands.
• Draft reports, correspondence, minutes, and business documents.

Technology and Office Operations

• Coordinate technology assets (computers, tablets, phones, printers).
• Operate and arrange maintenance for standard office equipment.
• Administer building security and access procedures.
• Provide first-level support for common software/hardware issues.

Success Profile

• Communication: Clear, professional, and adaptable; strong grammar and detail orientation across phone, email, and in-person interactions.
• Organization: Comfortably manages multiple deadlines and schedules without losing key details.
• Learning Agility: Retains training quickly; becomes self-sufficient as systems and processes are learned.
• Problem Solving: Uses available resources and judgment; escalates appropriately.
• Dependability: Reliable attendance, follow-through, and completion of assigned work.
• Teamwork: Collaborates well and supports a respectful, solution-focused culture.
• Adaptability: Performs effectively amid changing priorities and schedules.

Qualifications

Education and Experience

• Associate degree in Business, Operations, Accounting, or similar preferred; equivalent experience considered.
• 3+ years in administrative, operations, customer service, or business support preferred.

Computer Proficiency

• Intermediate–advanced computer skills required.
• Strong Outlook, Word, and Excel capability.
• Prior ERP or business management software exposure preferred.

Math and Accuracy

• Comfort with business math (percentages, rates, ratios).
• High attention to detail and data-entry precision.

Industry Familiarity

• Background in operations, logistics, manufacturing, construction, industrial services, or related fields is helpful but not required.
• Willingness to learn company terms, workflows, compliance needs, and systems.

Physical Demands & Work Environment

This position is primarily office-based with regular interaction in operational and production environments. The employee frequently sits, uses a computer, handles documents, communicates verbally, and periodically stands or walks throughout the facility. The role requires regularly lifting up to 10 pounds and occasionally lifting up to 25 pounds. Reasonable accommodations may be made to enable qualified individuals to perform essential job functions.

Additional Note

This description outlines the core scope of the role; other related duties may be assigned based on business needs.

You should be proficient in:

• DOT & Equipment Inspection Compliance
• High-level Operations Analysis
• Restoration