Customer Communications Coordinator Dispatch II PT

Canon Solutions America; Minnesota; On-site; USD 23,000 - 36,000; Full time

Job summary

Canon U.S.A., Inc. dispatch team seeks an organized professional to handle high-volume inbound calls and national dispatch support in Minnesota.

You will monitor dispatch systems, coordinate with field personnel, and communicate proactively via email, chat, and phone to meet service levels. Ideal candidates have a high school diploma or GED with 2–4 years of related experience, strong communication, and multitasking skills, plus proficiency in data entry.

Qualifications

• HS Diploma, GED, or equivalent experience required, plus 2 to 4 years of related experience.
• Prior Dispatch or Call Taker Experience a Plus.
• Strong PC Literacy and Data Entry Skills.
• Ability to monitor and manage group E-Mail Boxes.
• Strong non-technical customer support and communication skills.
• Strong phone skills. Able to build customer rapport and minimize escalations.
• Ability to fulfill customer expectations while monitoring operations and workflow in a timely manner.
• Ability to Multi-Task in a Fast Paced Environment.
• Demonstrates a willingness and is successful at working in a team environment.
• Demonstrates a positive work attitude both internally and externally.
• Responsible for covering the overnight shift, including weekend coverage.
• We are providing the anticipated hourly salary range for this role: $17.57-26.31 hourly.

Responsibilities

• Answers a high volume of customer phone calls daily and maintains targets.
• Handle high value accounts and verify customer information per Dispatch Standards.
• Enter billable calls and verify emails per published targets.
• Triage, research and forward miscellaneous emails as needed.
• Provide customers updates on arrival times and monitor dispatch statuses.
• Communicate with Service managers, technicians and customers.
• Assist field managers with administrative functions.
• Monitor response times and dispatch boxes across branches.
• Back up for special projects as needed.
• Ensure technicians are dispatched to calls and resources align with SLA.

Job description

About the Role

Responsible for covering both Inbound Customer Calls and National Dispatch Support. When handling inbound calls, responsible for ensuring that all servce calls are answered in a quick, timely manner, resolving the customer's request and providing a positive customer experience. When dispatching calls, responsible for monitoring the dispatch system to ensure the fastest response to a customer request, communicationg with field personnel to make certain the response time is met. Proactive communication with field and peers across multiple channels including email, chat, and phone is required. Must be able to multi-task, show initiative, and support team members.

Your Impact

• Answers a high volume of customer phone calls daily: Maintains minimum monthly average of calls per day in accordance with Department Goals. Completes incoming calls within average minimum published targets. Unavailable time not to exceed current published targets.
• Ability to successfully handle more difficult call types associated with high value accounts: Demonstrates proficiency in handling calls associated with a National Accounts. Attains 98% accuracy by verification of all customer information consistent with Dispatch Standards. All Billable calls are entered in accordance with applicable procedures outlined in Dispatch Standards for business units. Verification and updates of customer email addresses are consistent with published targets. Procedures as outlined in Dispatch Standards are followed for Territory Unserviceable and Third Party Requests.
• Administrative Duties are addressed in a timely manner: Time cards are completed accurately by due dates. Time off requests and forms are submitted in a timely manner as outlined by department rules. Reports to work on time daily. Performs Dispatcher duties as needed:
• Provides customers updates on arrival times as needed. Monitors customer service requests and field dispatch statuses. Communicates with Service mgrs., technicians and customers.
• Assists field managers with administrative functions.
• Miscellaneous Emails - Triage, research, and forward emails, as needed.
• Response Times - Monitor and follow up on response times for all branches.
• Monitors all X branch boxes and scheduling them accordingly.
• Monitors calls in jeopardy of missing SLA and reaching out to the on call manager.
• Monitors tech's non- scheduled box a minimum of 2 times per shift. Watches for call types 1, 3 and X call types. Reviews and checks OFS notes to verify if immediate service is needed - Communicates with next shift on any open items.
• Updates meters in accordance with current department policies.
• Acts as backup for special projects from management/admin team.
• Continuously monitors current Dispatch system to ensure every tech is assigned/dispatched to a call throughout the day. Seeks input from the manager as needed.
• Reaches out proactively to technicians supporting after hours service to properly align resources to meet the customers SLA requirements.

About You: The Skills & Expertise You Bring

• HS Diploma, GED, or equivalent experience required, plus 2 to 4 years of related experience.
• Prior Dispatch or Call Taker Experience a Plus.
• Strong PC Literacy and Data Entry Skills.
• Ability to monitor and manage group E-Mail Boxes.
• Strong non-technical customer support and communication skills.
• Strong phone skills. Able to build customer rapport and minimize escalations.
• Ability to fulfill customer expectations while monitoring operations and workflow in a timely manner.
• Ability to Multi-Task in a Fast Paced Environment.
• Demonstrates a willingness and is successful at working in a team environment.
• Demonstrates a positive work attitude both internally and externally.
• Responsible for covering the overnight shift, including weekend coverage.
• We are providing the anticipated hourly salary range for this role: $17.57-26.31 hourly.

Company Overview

About our Company - Canon U.S.A., Inc., is a leading provider of consumer, business-to-business, and industrial digital imaging solutions to the United States and to Latin America and the Caribbean markets. With approximately $28.5 billion in global revenue, its parent company, Canon Inc., as of 2024 has ranked in the top-10 for U.S. patents granted for 41 consecutive years.

Who We Are

Where Talent Fosters Innovation. Do you want your next professional experience to be filled with purpose and opportunity, world-class team members, and impactful work? Driven by our mission