Administrative/Dispatch Coordinator

AppleOne Employment Services; Hayward (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

AppleOne Employment Services is seeking an Administrative / Dispatch Coordinator for a local client in Hayward, CA. The role involves handling calls, scheduling, invoicing, data entry, and coordinating service requests while delivering excellent customer service.

The ideal candidate is bilingual Spanish-English, organized, detail-oriented, and able to adapt in a fast-paced environment. Strong communication and proficiency with Microsoft Office and basic QuickBooks are preferred.

Qualifications

• Bilingual Spanish and English preferred.
• Excellent customer service and interpersonal skills.
• Strong verbal and written communication skills.
• Ability to adapt communication style to different personalities and situations.

Responsibilities

• Answer, screen, and direct incoming phone calls professionally.
• Provide exceptional customer service to customers, vendors, and team members.
• Schedule, coordinate, and confirm appointments and service requests.
• Perform invoicing, data entry, and record maintenance with accuracy.
• Assist with dispatching and coordinating schedules as needed.
• Maintain accurate customer, scheduling, and billing information.
• Communicate updates and important information to customers and team members.
• Assist with administrative and office support duties.
• Help keep daily office operations organized and efficient.
• Support team members and assist wherever needed to ensure smooth operations.

Skills

Bilingual Spanish-English

Customer service

Interpersonal skills

Verbal & written communication

Organizational skills

Multitasking

Detail-oriented

Microsoft Office

QuickBooks

Tools

Excel

QuickBooks

MS Office Suite

Job description

A local client is looking to hire a dependable, personable, and highly organized Administrative / Dispatch Coordinator to join their team. This role is ideal for someone who enjoys providing exceptional customer service, supporting daily operations, and helping ensure schedules, communications, and office functions run smoothly.

The ideal candidate is adaptable, detail-oriented, and comfortable working in a fast-paced environment where priorities can shift throughout the day. We are looking for someone who is professional, proactive, team-oriented, and committed to delivering outstanding service to both internal and external customers.

Bilingual Spanish-English communication skills are highly preferred.

Key Responsibilities

• Answer, screen, and direct incoming phone calls professionally and efficiently.
• Provide exceptional customer service to customers, vendors, and team members.
• Schedule, coordinate, and confirm appointments and service requests.
• Perform invoicing, data entry, and record maintenance with accuracy.
• Assist with dispatching and coordinating schedules as needed.
• Maintain accurate customer, scheduling, and billing information.
• Communicate updates and important information to customers and team members.
• Assist with administrative and office support duties.
• Help keep daily office operations organized and efficient.
• Support team members and assist wherever needed to ensure smooth operations.

Qualifications

• Bilingual in Spanish and English preferred.
• Excellent customer service and interpersonal skills.
• Strong verbal and written communication skills.
• Ability to adapt communication style to different personalities and situations.
• Strong organizational and multitasking abilities.
• Detail-oriented with excellent follow-through.
• Ability to remain calm and professional in a fast-paced environment.
• Self-motivated with a proactive approach to problem-solving.
• Dependable, responsible, and accountable.
• Strong work ethic and high level of integrity.
• Team-oriented with a willingness to support others.

Technical Skills

• Strong computer and keyboarding skills required.
• Proficiency with Microsoft Office Suite.
• Basic to intermediate Microsoft Excel skills.
• QuickBooks experience preferred.
• Ability to learn new software and systems quickly.

Preferred Experience

• Previous experience in an administrative, customer service, dispatching, scheduling, or office support role.
• Experience handling high-volume phone calls, scheduling, invoicing, or customer communications 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.