Administrative Assistant/Dispatcher

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Located in Owings Mills, MD

Salary: $20

Position Summary

 

The Administrative Assistant/Dispatcher plays a key role in ensuring the smooth daily operations of the office. This individual is responsible for coordinating schedules, managing communication between customers and paint crews, supporting production workflows, and providing exceptional administrative support. The ideal candidate is highly organized, proactive, customer-focused, and thrives in a fast-paced environment.

 

Key Responsibilities

 

Scheduling & Dispatching

• Schedule painting crews for residential and commercial projects.
• Adjust schedules in real time based on weather, customer changes, and project needs.
• Communicate daily job assignments, locations, and expectations to crews.
• Track crew availability, project timelines, and job progress.

Customer Communication

• Answer inbound calls and emails with professionalism and excellent service.
• Provide customers with updates on project schedules, prep requirements, and job progress.
• Resolve minor customer concerns or route issues to the appropriate manager.
• Confirm appointments for estimates, production starts, and follow-up visits.

Administrative Support

• Maintain organized office files, contracts, work orders, and job documentation.
• Prepare daily and weekly reports for production and management teams.
• Assist with invoicing, payment processing, and updating customer records.
• Support marketing efforts by handling outbound calls or follow-ups when needed.

Production Coordination

• Create job packets and ensure all project details are accurate and complete.
• Communicate material needs or special instructions to the production team.
• Update CRM/project management systems with job status and notes.
• Assist in onboarding subcontractor painters by helping verify documents and scheduling.

Office Operations

• Keep the front office organized and presentable.
• Order supplies and manage vendor relationships as needed.
• Support the team with general administrative tasks to keep workflows efficient.

Qualifications

• 1–3 years of administrative, dispatching, scheduling, or customer service experience (service industry experience preferred).
• Strong communication and interpersonal skills.
• Highly organized with the ability to multitask and prioritize.
• Comfortable working in a fast-paced environment with shifting schedules.
• Proficient with computers and office software; experience with CRM systems is a plus.
• Positive attitude, reliability, and a strong commitment to customer satisfaction.

Preferred Skills

• Experience in home services, construction scheduling, or trades dispatching.
• Familiarity with CMR systems (CertaOne, Salesforce, etc.) is a plus.
• Bilingual (English/Spanish) helpful but not required.

Work Environment

• Office-based role with constant communication via phone and email.
• Collaborative atmosphere with interaction across sales, production, and management teams.
• Occasional peak workloads during busy seasons

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