Administrative Assistant & Dispatcher

Revaya; Philippines; Remote; PHP 240,000 - 420,000; Full time

Job summary

Revaya is seeking a detail-oriented Remote Administrative Assistant & Dispatcher to support daily operations for a commercial maintenance and field services business. Initially focus on administrative tasks, then gradually take on dispatching responsibilities such as scheduling technicians, monitoring progress, and coordinating urgent service requests.

The role requires strong communication, scheduling, and data-entry skills.

Qualifications

• Prior experience in administrative support or dispatch-related roles.
• Ability to transition from admin tasks to dispatch responsibilities over time.
• Strong written and verbal English communication and professional phone manner.
• Excellent scheduling and organization; manage multiple technicians and priorities.
• Familiarity with FieldPoint and Azuga is preferred.

Responsibilities

• Provide administrative support: data entry, records, work orders, emails, and service requests.
• Gradually schedule and dispatch field technicians and subcontractors based on priorities.
• Manage work orders from intake to completion and ensure SLA compliance.
• Prepare daily route report by 8:00 AM and document delays.
• Monitor technician locations and progress; adjust routes for delays or emergencies.
• Respond to urgent service requests, coordinate resources, and escalate as needed.
• Communicate appointment details, ETA, changes, delays, and updates to customers and teams.
• Create/update work orders in FieldPoint and portals with accurate notes.
• Review technician reports for completed work, parts used, and follow-up items.
• Coordinate ordering and delivery of parts, tools, and equipment.
• Assist with estimates, follow vendor invoices, and handle not-to-exceed limits.
• Ensure jobs are documented and ready for invoicing.
• Submit end-of-day reports on open emergencies, active techs, and pending work.
• Provide a clear handoff to the on-call dispatcher for after-shift jobs.
• Collaborate with technicians, vendors, accounting, and management to improve service.

Skills

Administrative support

Dispatching

Scheduling

Customer service

English communication

Time management

Tools

FieldPoint

Azuga

Dispatch software

Microsoft Office

Google Workspace

Job description

We are seeking a detail-oriented and organized Remote Administrative Assistant & Dispatche"r to support daily operations for a commercial maintenance and field services business. This role will initially focus on administrative tasks, including data entry, record maintenance, work order updates, and service request coordination, allowing the successful candidate to learn the company's systems and workflows.

As the candidate gains experience, the role will gradually transition into dispatching responsibilities, including scheduling field technicians and subcontractors, monitoring job progress, coordinating urgent service requests, and communicating with customers and internal teams. The ideal candidate is proactive, adaptable, and capable of managing competing priorities while ensuring efficient field operations and timely service delivery.

Key Responsibilities:

• Initially provide administrative support, including data entry, maintaining records, updating work orders, organizing documents, and following up on emails and service requests.
• Gradually take on scheduling and dispatching field technicians and subcontractors based on job priority, location, availability, and required skills.
• Manage work orders from initial intake through completion, ensuring timely service and compliance with customer service level agreements.
• Review overnight requests and prepare the daily route report by 8:00 AM, confirming technicians are on their way to their first assignments and documenting delays.
• Monitor technician locations and job progress using the scheduling board and GPS tracking tools. Adjust routes and assignments to address delays, emergencies, and changing priorities.
• Respond promptly to emergency and high-priority service requests, coordinate resources, and elevate urgent issues to management.
• Communicate appointment details, estimated arrival times, schedule changes, delays, and service updates to customers and internal teams.
• Create and update work orders in FieldPoint and customer portals, ensuring job statuses, technician notes, and follow-up actions remain accurate and consistent.
• Review technician service reports to verify completed work, parts and materials used, outstanding items, and reasons for return visits.
• Coordinate the ordering and delivery of parts, materials, tools, and equipment needed for job completion.
• Assist with estimates and quotations, follow up on vendor invoices and payment requests, and coordinate not-to-exceed authorization increases.
• Confirm completed jobs are properly documented and mark eligible work orders as ready for invoicing.
• Prepare and submit end-of-day reports covering open emergency calls, active technicians, pending work, estimated completion times, and subcontractor contact information.
• Provide a clear handoff to the on-call dispatcher for jobs continuing after the shift.
• Work closely with technicians, vendors, accounting, and management to resolve operational issues and improve service delivery.

Required Skills & Qualifications:

• Previous experience in administrative support, dispatching, service coordination, or field service operations, preferably in maintenance, facilities management, or trade services.
• Willingness and ability to begin with administrative duties and gradually transition into full dispatch responsibilities.
• Excellent verbal and written English communication skills, with a professional phone manner and strong customer service abilities.
• Strong scheduling and organizational skills, with the ability to coordinate multiple technicians, prioritize urgent requests, and manage changing workloads.
• Experience using work order management systems, customer portals, or dispatch software. Familiarity with FieldPoint and Azuga is preferred.
• Ability to learn new systems, monitor job progress, resolve scheduling conflicts, and proactively communicate delays and service updates.
• Strong attention to detail when reviewing technician reports, maintaining work order records, and preparing daily reports.
• Familiarity with service level agreements, estimates, parts ordering, invoicing workflows, and not-to-exceed authorization limits is preferred.
• Proficiency in Microsoft Office or Google Workspace, including email and spreadsheets.
• Sound judgment, problem-solving skills, and the ability to remain calm under pressure.
• Ability to work independently, collaborate with field and office teams, and follow assignments through completion.
• Availability to consistently work the required Pacific Time schedule.

Note: An NBI or police clearance will be required upon acceptance of the job offer.