Construction Dispatch & Scheduling Specialist

Bayside Solutions; Sunnyvale (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

Bayside Solutions is seeking a detailed Dispatch & Scheduling Coordinator to support our fast-paced construction services team in Sunnyvale, CA. You will schedule field technicians, coordinate with project managers, and ensure clear communication across multiple project sites.

You will manage daily schedules, respond to changes in real-time, monitor GPS tracking, and serve as the primary contact between clients, PMs, and field staff.

Qualifications

• Minimum 2 years of experience in dispatching, scheduling, or construction coordination.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word, OneDrive) and Adobe Acrobat.
• Experience with vehicle GPS tracking software is a plus.
• Exceptional multitasking and organizational abilities.
• Strong interpersonal and communication skills.
• Extreme attention to detail and follow-through.
• Ability to stay calm and adaptable in a fast-changing environment.

Responsibilities

• Coordinate and manage daily schedules for field staff and technicians; finalize the next day's schedule by COB.
• Respond to last-minute changes and scheduling conflicts in real-time, ensuring maximum efficiency based on project locations.
• Monitor vehicle GPS tracking software, maintain up-to-date driver lists, and coordinate vehicle maintenance and repairs.
• Serve as the primary point of contact between clients, project managers, and field staff.
• Respond promptly to phone calls and emails; build and maintain professional relationships with clients and contractors.
• Notify project managers of technician assignments and facilitate introductions where necessary.
• Track and log all communications for billing accuracy and maintain accurate records of dispatch information.
• Process, upload, and distribute daily field reports; ensure all safety and apprenticeship documentation is submitted on time.
• Create, maintain, and purge digital and physical project files and archives.
• Review and approve invoices after confirming work completion; monitor receipts for timely processing.
• Manage the inventory of office supplies, kitchen supplies, and safety equipment.
• Assist the Construction Services team with regularly scheduled reports and general administrative tasks.

Skills

Multitasking

Organization

Interpersonal communication

Attention to detail

Adaptability

Communication skills

Problem-solving

GPS Fleet Tracking

MS Office Suite

Adobe Acrobat

Tools

MS Office

Adobe Acrobat

GPS Tracking Software

Job description

Bayside Solutions is seeking a detailed Dispatch & Scheduling Coordinator to support our fast-paced construction services team in Sunnyvale, CA. You will schedule field technicians, coordinate with project managers, and ensure clear communication across multiple project sites.

You will manage daily schedules, respond to changes in real-time, monitor GPS tracking, and serve as the primary contact between clients, PMs, and field staff.