Service Coordinator / Dispatcher

Facility Solutions Group, Inc.•Fishers, IN

1d•$23 - $25

About The Position

The Service Coordinator / Dispatcher is responsible for managing the full lifecycle of service work orders, including intake, scheduling, dispatch, quoting support, documentation, billing coordination, and customer communication. This role serves as the central operational hub between customers, technicians, subcontractors, vendors, and internal departments to ensure timely service delivery, accurate financial processing, and high-quality customer experience.

Requirements

High school diploma or equivalent
Experience in dispatching, service coordination, or administrative operations preferred
Strong organizational, multitasking, and problem-solving abilities in a fast-paced environment
Professional verbal and written communication skills with customer-service focus
Proficiency in Microsoft Office and service management systems
Ability to manage multiple priorities while maintaining accuracy and attention to detail

Responsibilities

Work Order & Dispatch Management • Create, schedule, dispatch, update, and close service work orders in accordance with service level expectations
Coordinate schedules with technicians, subcontractors, and customers while optimizing routing and daily workload
Monitor dashboards, reports, and portals to maintain accurate job status and respond to newly released work
Prioritize work based on customer requirements, service agreements, and operational needs
Customer & Technician Coordination • Serve as primary contact for incoming calls, service requests, and status inquiries
Communicate schedules, service windows, material availability, and updates to customers
Collaborate with technicians on scope clarification, scheduling, quotes, and parts needs
Maintain clear and complete documentation of all communications and job activity
Quoting, Materials & Purchasing Support • Assist in developing service quotes using technician input and material/labor estimates
Source pricing from vendors, subcontractors, and suppliers as needed
Order or stage materials in advance when identifiable to support first-trip completion
Track parts orders and confirm material receipt prior to scheduling work
Administrative & Financial Support • Maintain accurate work order records, notes, attachments, and historical data
Support billing processes including invoice review, cost transfers, and documentation accuracy
Perform accounts payable, accounts receivable, payroll entry, and purchasing support tasks
Maintain contract databases, customer/vendor setup coordination, and proposal tracking
Operational Oversight & Continuous Coordination • Monitor open work orders and follow up to ensure timely completion and closure
Track technician availability, inventory updates, and scheduled time off
Coordinate permits, outages, warranty requests, and special customer requirements
Support safety awareness by identifying potential hazards within work scopes
Participate in routine team check-ins and cross-functional communication