Service Dispatcher / Administrative Assistant

Location: Eau Claire, WI
Reports To: Company Owner
Works Closely With: Project Managers, Accountant, and Service Technicians

Pay: $20-$24/hr 

Position Overview

We are seeking a highly organized and customer-focused Service Dispatcher / Administrative Assistant to join our team in Eau Claire. This role serves as the central point of contact for service customers, coordinates technician schedules, manages service-related documentation, and provides administrative support across multiple departments.

The ideal candidate will excel in a fast-paced environment, possess strong communication skills, and demonstrate exceptional attention to detail while balancing customer service, scheduling, and administrative responsibilities.

Key Responsibilities

Service Dispatch & Scheduling

• Answer incoming service calls and schedule service appointments.
• Coordinate and dispatch service technicians efficiently.
• Work closely with the Rice Lake branch to maintain service scheduling.
• Schedule preventative maintenance services for contract customers.
• Retrieve and respond to overnight messages.
• Maintain service scheduling and follow up with area property managers.
• Coordinate service calls for large corporate vendors through email and computer-based systems.
• Manage scheduling and administrative support for water heater programs, including ordering and billing activities.
• Set up and maintain maintenance customer records and scheduling systems.
• Print and maintain open work order lists.
• Monitor and maintain invoice control for service tickets.
• Maintain customer and equipment records in company databases.
• Communicate customer complaints and compliments to management.

Administrative Support

• Serve as the primary phone contact for the office.
• Answer, screen, and direct incoming calls.
• Prepare and type proposals, letters, correspondence, and other business documents.
• Manage phone system administration, including voicemail and automated phone functions.
• Greet and assist customers and visitors as needed.
• File, copy, and organize documents and records.

Accounting Support

• Enter and post service tickets into the company computer system.
• Provide administrative support to the accounting department as needed.

Qualifications

Required Skills

• Excellent customer service and communication skills.
• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Windows and standard office software.
• Ability to prioritize tasks and manage multiple schedules simultaneously.
• Strong attention to detail and accuracy.
• Professional telephone etiquette.

Preferred Qualifications

• Previous dispatching, scheduling, customer service, or administrative experience.
• Experience working with service technicians, contractors, or field service organizations.
• Basic accounting or invoicing experience.
• Familiarity with managing digital customer and service records.

What We're Looking For

The successful candidate will be dependable, detail-oriented, and capable of building positive relationships with customers, technicians, vendors, and team members. This position is critical to ensuring smooth daily operations and delivering exceptional service to our customers.

Apply today to join our team and help keep our service operations running efficiently and professionally.