Administrative Assistant / Dispatch

AppleOne Employment Services; Hayward (CA); On-site; USD 36,000 - 39,000; Full time

Job summary

AppleOne Employment Services in Hayward, CA is seeking an Administrative Assistant / Dispatch Coordinator for a temp-to-hire role. You will manage calls, schedule service, assist dispatch, process invoicing in QuickBooks, and support daily office tasks in a small team environment.

The ideal candidate is organized, customer-focused, with 3–5 years of administrative or dispatch experience, proficient with MS Office and Excel, and capable of multi-tasking in a fast-paced service setting.

Qualifications

• 3 to 5 years of relevant administrative, dispatch, customer service, or office support experience.
• Strong customer service, interpersonal, verbal, and written communication skills.
• Ability to communicate with empathy, patience, professionalism, and sound judgment.
• Detail-oriented with strong organization, multitasking, and prioritization skills.

Responsibilities

• Answer, screen, and direct incoming phone calls in a professional and efficient manner.
• Schedule and confirm service appointments while communicating updates to customers, technicians, and internal team members.
• Assist with dispatching technicians and coordinating daily service needs in a fast-moving service environment.
• Perform invoicing, accurate data entry, and customer record updates using QuickBooks.
• Support technicians with paperwork, service forms, documentation, and administrative follow-up.
• Provide general office support and help keep daily operations organized and running smoothly.

Skills

Customer service

Dispatch support

Invoicing

Data entry

Scheduling

Multitasking

Tools

Microsoft Office

Excel

QuickBooks

Job description

Job Summary

We are seeking an Administrative Assistant / Dispatch Coordinator for a temp-to-hire opportunity with a well-established commercial HVAC and refrigeration service company in Hayward, CA. This role is ideal for a dependable, personable, and highly organized administrative professional who enjoys customer service, scheduling, dispatch support, invoicing, and keeping daily office operations running smoothly. This is a small, close-knit office environment where teamwork, communication, and adaptability are essential. The company offers a positive culture, supportive leadership, stability, and a team-oriented atmosphere where employees are valued for their contributions. The right candidate will enjoy working in a service-driven environment where each day may bring different priorities, customer needs, and technician support requests. Success in this role requires professionalism, accountability, strong attention to detail, and the ability to work well with different personalities. This is a great opportunity for someone who takes pride in being reliable, helpful, honest, and committed to providing excellent service to customers, technicians, vendors, and internal team members.

Key Responsibilities

• Answer, screen, and direct incoming phone calls in a professional and efficient manner.


• Schedule and confirm service appointments while communicating updates to customers, technicians, and internal team members.


• Assist with dispatching technicians and coordinating daily service needs in a fast-moving service environment.


• Perform invoicing, accurate data entry, and customer record updates using QuickBooks.


• Support technicians with paperwork, service forms, documentation, and administrative follow-up.


• Provide general office support and help keep daily operations organized and running smoothly.

Compensation and Benefits

• Pay range: $26 to $28 per hour.


• Employment type: Temp-to-hire.


• Location: Hayward, CA.

Required Qualifications and Skills

• Coordinate service appointments, customer communications, and technician dispatch support.


• Handle incoming calls, customer service requests, invoicing, and administrative documentation.


• Maintain accurate customer, service, billing, and scheduling information.


• Support daily office operations in a small, team-oriented service environment.


• 3 to 5 years of relevant administrative, dispatch, customer service, or office support experience.


• Strong customer service, interpersonal, verbal, and written communication skills.


• Ability to communicate with empathy, patience, professionalism, and sound judgment.


• Comfortable adapting to different personalities, communication styles, and changing priorities.


• Detail-oriented with strong organization, multitasking, and prioritization skills.


• Dependable, accountable, honest, hardworking, and team-oriented.


• Ability to learn quickly, retain new information, and take initiative.


• Good computer and keyboarding skills.


• Proficiency with Microsoft Office


• Basic knowledge of Microsoft Excel.

Preferred Qualifications

• QuickBooks experience is preferred.


• Previous experience in HVAC, refrigeration, plumbing, construction, field service, dispatch, or a similar service environment is a plus.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program. https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.