Administrative Assistant / Dispatch Coordinator

Full-Time | Temp-to-Hire Opportunity | Weekly Pay

Our client is currently seeking a dependable and detail-oriented Administrative Assistant / Dispatch Coordinator to join their team. This position is responsible for a variety of administrative, customer service, dispatching, and office support duties in a fast-paced office environment.

The ideal candidate will have prior administrative experience within a construction, manufacturing, industrial, or dispatch environment and possess strong organizational, communication, and multitasking skills.

Position Summary

The Administrative Assistant/Dispatch Coordinator works closely with corporate staff, branch management, operations personnel, and customers to ensure efficient daily operations. Responsibilities include dispatch coordination, customer communication, payroll support, billing assistance, data entry, and general office administration.

This role requires attention to detail, accuracy, professionalism, and the ability to prioritize multiple tasks effectively.

Essential Duties & Responsibilities

Including, but not limited to:

Administrative Support

• Answer incoming phone calls and provide information regarding company services
• Perform general office duties including filing, scanning, data entry, and record maintenance
• Maintain organized customer, employee, and project files
• Prepare reports, spreadsheets, and required documentation
• Assist branch management and office staff with administrative tasks

Dispatch & Operations Coordination

• Receive and coordinate customer orders and service requests
• Schedule and dispatch workers, work crews, equipment, and service vehicles
• Prepare daily work schedules and dispatch tickets
• Coordinate deliveries and pickups with the Operations Manager
• Relay customer requests and work orders to management

Billing & Customer Service

• Prepare customer sales quotes
• Confirm customer orders through the billing system
• Review monthly invoice registers and make corrections as needed
• Update and maintain customer account information
• Address customer questions, complaints, and service concerns professionally

Payroll & Compliance Support

• Review and calculate driver daily activity sheets and required paperwork
• Report certified payroll hours and resolve payroll violations
• Assist with payroll reporting and compliance documentation
• Support accident/injury reporting and project billing submissions

Employee Support

• Assist with employee meetings, safety meetings, and open enrollment preparation
• Prepare employee documents and informational materials
• Assist employees with benefits and employee portal access

Additional Responsibilities

• Order office and safety supplies as needed
• Perform all other duties as assigned by management

Qualifications

• Minimum of 2+ years of administrative experience in construction, manufacturing, industrial, or dispatch environments preferredd
• High School Diploma or equivalent required
• Strong customer service and communication skills
• Excellent organizational and multitasking abilities
• Strong data entry and computer skills
• Proficiency with Microsoft Office applications
• Ability to work independently and within a team environment

Physical & Work Environment Requirements

• Ability to sit or stand for extended periods
• Ability to lift up to 10 pounds occasionally
• Manual dexterity for repetitive computer and phone usage
• Ability to work in a climate-controlled office environment
• Adequate vision and hearing to perform essential job functions
• Ability to read, write, and communicate effectively in English

Compensation & Benefits

• Pay: $16.00 – $17.00 per hour
• Weekly pay
• Overtime opportunities
• Medical, dental, and vision insurance
• Paid vacation and PTO
• 401(k) with company match
• Opportunity for long-term placement and growth

Schedule

• Full-time
• Temp-to-hire opportunity
• In-office position