Dispatch Coordinator

Aston Carter; San Jose (CA); On-site; USD 30,000 - 48,000; Full time

Benefits offered by this job

Medical benefits

Dental & Vision

401(k) Plan

Life Insurance

Disability Insurance

HSA

Transportation Benefits

Employee Assistance Program

Paid Time Off

Job summary

Aston Carter is hiring for a Dispatch Coordinator / Customer Service Representative to support daily operations in a fast-paced, onsite office in San Jose, CA. You will manage approximately 50–60 customer calls daily, schedule technicians using ServiceTitan, and coordinate service requests from intake to completion.

The role emphasizes accurate data entry, reporting, and collaboration with Project Coordinators and Operations to ensure timely, quality service.

Qualifications

• 1 year of experience in customer service, dispatching, scheduling, or service coordination.
• Experience handling 50+ inbound calls daily in a professional setting.
• Experience supporting technicians or service teams in field operations.

Responsibilities

• Answer and manage a high volume of inbound customer calls (50–60/day) in a professional manner.
• Schedule and dispatch technicians using ServiceTitan and other software to ensure timely service.
• Coordinate service requests from intake to completion and communicate updates to customers.
• Support project and operational teams with administrative tasks and documentation.
• Generate and track reports for customers and county agencies with accuracy.

Skills

Customer service

Dispatching

Scheduling

Data entry

Microsoft Excel

ServiceTitan

Communication

Organizational skills

Multitasking

Tools

ServiceTitan

Microsoft Excel

Job description

Job Title

2 MONTH CONTRACT ROLE COVERING A LEAVE TO START! COULD END UP LONG TERM IF THE PERSON DOES NOT RETURN!

Dispatch Coordinator / Customer Service Representative

Job Description

The Dispatch Coordinator / Customer Service Representative supports daily operations by managing high-volume customer calls, coordinating technician schedules, and providing administrative and project support. This role serves as a key point of contact for customers and field personnel, ensuring service requests are handled efficiently and operations run smoothly. It is well suited for someone with experience in dispatching, scheduling, customer service, or service coordination within construction, facilities, HVAC, fire protection, or other service-based industries.

Responsibilities

• Answer and manage a high volume of inbound customer calls, averaging approximately 50–60 calls per day, in a professional and courteous manner.
• Schedule and dispatch technicians using ServiceTitan and other dispatch or scheduling software to ensure timely completion of service requests.
• Coordinate service requests from initial intake through completion, clearly communicating updates and expectations to customers.
• Support project and operational teams with a variety of administrative tasks, including documentation, tracking, and follow-up activities.
• Assist with generating and tracking reports for customers and county agencies, ensuring accuracy and timely submission.
• Maintain spreadsheets and perform data entry with strong attention to detail to keep records, schedules, and service information up to date.
• Create and issue purchase orders as needed to support field technicians and service operations.
• Monitor work orders, technician schedules, and service completion status, proactively addressing delays or issues.
• Provide excellent customer service while managing multiple priorities in a fast-paced office environment.
• Collaborate closely with Project Coordinators, Operations, and Office Management teams to align schedules, resources, and customer commitments.
• Use Microsoft Excel and Microsoft Office Suite to prepare documents, reports, and tracking tools that support daily operations.
• Contribute to a collaborative and family-oriented culture by communicating effectively and supporting team members.

Essential Skills

• At least 1 year of experience in customer service, dispatching, scheduling, or service coordination.
• Proven ability to handle a high volume of phone calls, ideally 50 or more inbound calls per day, in a professional environment.
• Experience supporting technicians, field crews, or service teams in a service-based operation.
• Strong customer service skills with a focus on clear communication, professionalism, and problem-solving.
• Strong organizational skills and attention to detail, particularly in scheduling, data entry, and documentation.
• Proficiency with Microsoft Excel and the broader Microsoft Office Suite.
• Experience using ServiceTitan or similar dispatch or service management software systems (such as ServiceTrade, Housecall Pro, or FieldEdge).
• Ability to multitask and prioritize effectively in a busy office environment.
• Comfort working in an open office setting and collaborating with cross-functional teams.

Additional Skills & Qualifications

• Background in construction, HVAC, plumbing, fire protection, facilities services, or other service-based operations.
• Experience in call center, logistics, inbound call handling, administrative support, clerical work, and scheduling appointments.
• Familiarity with service-industry workflows, including coordination between office staff and field technicians.
• Ability to quickly learn new software systems and adapt to evolving operational processes.
• Demonstrated reliability, accountability, and commitment to supporting long-term employee success and retention.

Work Environment

This is an onsite position in an open office environment with an assigned workspace. You will work alongside a team of approximately 12 onsite employees in a collaborative, family-oriented culture that values communication and teamwork. Comprehensive training is provided by the Office Management and Operations teams to help you become confident in the role and the systems used, including ServiceTitan and Microsoft Office tools. The leadership team is supportive and focuses on employee success and retention, offering guidance and feedback to help you grow. The environment is fast-paced and service-driven, with regular interaction between office staff and field technicians, and a professional office dress code is expected.

Job Type & Location

This is a Contract position based out of San Jose, CA.

Pay And Benefits

The pay range for this position is $22.00 - $35.00/hr.

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in San Jose,CA. Application Deadline This position is anticipated to close on Aug 24, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.