Bilingual Dispatch & Front Office Assistant

WA EVERGREEN INSULATION LLC; Tacoma (WA); On-site; USD 42,000 - 60,000; Full time

Job summary

WA Evergreen Insulation LLC is seeking a Front Office & Dispatch Coordinator in Tacoma to support daily operations alongside estimators, field crews and management. The role involves managing appointments, maintaining customer records, and ensuring clear communication across teams.

The ideal candidate is reliable, organized, and able to handle multiple tasks in a fast-moving environment. Proficiency with CRM, scheduling tools, and office software is preferred, plus bilingual English/Spanish is

Qualifications

• Bilingual English/Spanish is required for this position.
• Experience in dispatching, scheduling, receptionist or similar roles.
• Experience with CRM or scheduling software.
• Basic experience with Microsoft Office or Google Workspace.

Responsibilities

• Answer incoming customer calls and provide friendly, professional customer service
• Schedule customer estimates, jobs, callbacks, and other appointments
• Coordinate and dispatch field crews based on the daily schedule
• Communicate schedule changes, delays, cancellations, and updates to customers and field staff
• Maintain accurate schedules and appointment information
• Enter and update customer, estimate, job, and appointment information in our CRM
• Document customer conversations, schedule changes, and important job information
• Receive visitors, vendors, deliveries, and paperwork

Skills

Dispatching

Scheduling

CRM

Customer service

Office software

Job description

Schedule: 7:00 AM – 3:30 PM

WA Evergreen Insulation LLC is a locally owned residential insulation company serving the Puget Sound area. We are looking for a dependable, organized, and personable Front Office & Dispatch Coordinator to join our office team.

This position is at the center of our day-to-day operations. You will communicate with customers, estimators, field crews, and management while helping keep appointments, job schedules, customer records, and office communication organized.

We are a small and growing business, so this is a great position for someone who is comfortable wearing multiple hats, learning new systems, solving everyday problems, and helping wherever needed.

Key Responsibilities

• Answer incoming customer calls and provide friendly, professional customer service
• Schedule customer estimates, jobs, callbacks, and other appointments
• Coordinate and dispatch field crews based on the daily schedule
• Communicate schedule changes, delays, cancellations, and updates to customers and field staff
• Maintain accurate schedules and appointment information
• Confirm appointments with customers
• Enter and update customer, estimate, job, and appointment information in our CRM
• Document customer conversations, schedule changes, and important job information
• Collect accurate customer information during initial calls and inquiries
• Track lead sources and other required customer information
• Monitor office voicemail, text messages, email, and customer communications
• Communicate with estimators, supervisors, and management when additional information is needed
• Assist with general front-office administrative duties
• Receive visitors, vendors, deliveries, and paperwork
• Help maintain organized digital and physical office records
• Escalate customer complaints, billing concerns, or unusual job issues to management when appropriate
• Assist management and other office staff with additional administrative tasks as needed

What We're Looking For

We are looking for someone who is:

• Reliable and punctual — consistent attendance is extremely important for this position
• Friendly, professional, and confident when speaking with customers
• Organized and able to keep track of multiple tasks throughout the day
• Comfortable working in a fast-moving environment where schedules can change
• Able to remain calm and communicate clearly when unexpected situations occur
• Comfortable using computers, email, online calendars, and web-based software
• Able and willing to learn new systems and processes
• Detail-oriented and good at documenting information
• Able to work independently and use good judgment
• Comfortable communicating with both office employees and field crews
• Willing to help with different responsibilities as the needs of the business change

Preferred Qualifications

• Bilingual English/Spanish is required for this position, as regular communication with Spanish-speaking field crews is an essential part of the role.
• Previous experience in dispatching, customer service, receptionist, scheduling, office administration, construction, home services, or a similar position
• Experience working with CRM or scheduling software
• Basic experience with Microsoft Office, Google Workspace, or similar programs
• Bilingual English/Spanish is strongly preferred
• Experience in construction or home-service businesses is a plus but is not required

We are willing to train the right person. Previous experience is helpful, but reliability, communication skills, organization, attitude, and willingness to learn are especially important to us.

WA Evergreen Insulation is a locally owned small business rather than a large corporate office. Our work environment requires flexibility, teamwork, communication, and the ability to adapt when customer or field schedules change.

This position is best suited for someone who enjoys being involved in the day-to-day operation of a business and is comfortable taking on a variety of responsibilities rather than performing the same task all day.

Location: Tacoma, Washington

Position: Front Office & Dispatch Coordinator

Work Setting: In-person

Time Off

Please note that WA Evergreen Insulation currently does not offer paid vacation/PTO or paid holidays for this position. Additional employment terms, compensation, schedule, and company policies will be discussed during the hiring process.

WA Evergreen Insulation LLC is a residential insulation contractor serving homeowners and projects throughout the Puget Sound area. Our office team works closely with customers, estimators, supervisors, and installation crews to keep projects moving from the initial customer call through scheduling and completion.

• If you are dependable, organized, comfortable talking with people, and interested in becoming an important part of a growing local business, we would like to hear from you.