Dispatch Coordinator – Planned Maintenance

Leo; River Grove (IL); On-site; USD 42,000 - 52,000; Full time

Job summary

Leo in the Chicago area is seeking a Dispatch Coordinator – Planned Maintenance to schedule, coordinate, and dispatch technicians for preventive maintenance services. You will be the main communication hub between customers, technicians, operations, and management to ensure on-time work and accurate information.

Ideal candidates have strong organizational skills, experience in dispatching or service coordination, and proficiency with Microsoft Office and dispatch software.

Qualifications

• High school diploma or equivalent is required.
• 2+ years of dispatching, scheduling, or service coordination experience preferred.
• Experience in HVAC, facilities maintenance, or service industries is preferred.
• Proficiency with Microsoft Office and dispatch/service management software.

Responsibilities

• Schedule planned maintenance visits based on customer agreements and service intervals.
• Optimize technician routes to maximize productivity and minimize travel time.
• Assign work orders according to technician skills, availability and location.
• Contact customers to schedule maintenance appointments and provide reminders.
• Create, update, and close work orders accurately; ensure maintenance agreements are fulfilled.

Skills

Communication skills

Time management

Fast-paced environment

Attention to detail

Problem solving

Calm under pressure

Team player

Education

High school diploma or equivalent

Tools

Microsoft Office

Dispatch software

Job description

Leo is a portfolio of trusted service companies operating under one brand. Our family includes Academy Access Solutions, First Choice Facilities, Caliber, CLM, Impact, and others - all Powered by Leo.

By operating as one team, we invest in our people, systems, and shared ways of working, while continuing to support the local teams and relationships that define our businesses. The result is consistent, reliable service and more opportunity for our people to grow and make an impact.

About CL

MCLM Midwest is a regional commercial facility maintenance contractor with a local presence who partners with some of the nation's leading retail, convenience store, and restaurant brands. We are a long-established (25+ years), self-performing company that provides install, break/fix, and emergency services. This career opportunity is available as our sales and work orders are continuously growing in the greater NW Chicago region near you

.Position Summa

ryThe Dispatch Coordinator – Planned Maintenance is responsible for scheduling, coordinating, and dispatching technicians for preventive and planned maintenance services. This role ensures that maintenance work is completed on time, customers are informed throughout the process, and technicians have the information, materials, and support needed to perform their work efficiently. The Dispatch Coordinator serves as the primary communication hub between customers, technicians, operations, and managemen

Key Responsibiliti

es
Scheduling & Dispa

• tchSchedule planned maintenance visits based on customer agreements and service interva
• ls.Optimize technician routes to maximize productivity and minimize travel ti
• time.Assign work orders according to technician skill sets, availability, and geographic locati
• on.Adjust schedules as needed due to emergencies, customer requests, or staffing chang

Customer Communica

• tionContact customers to schedule maintenance appointme
• nts.Confirm appointments and provide remind
• ers.Communicate schedule changes promptly and professiona
• lly.Address customer questions regarding maintenance scheduling and technician arrival ti

Work Order Manag

• ementCreate, update, and close work orders accura
• tely.Ensure maintenance agreements are fulfilled according to contract requirem
• ents.Verify technicians receive complete job information, site access instructions, and equipment his
• tory.Maintain accurate documentation within the service management sy
• upportMonitor technician schedules throughout th
• e day.Provide real-time support for scheduling conflicts and logistical i
• ssues.Coordinate parts, permits, or special equipment needed for planned mainte
• nance.Assist technicians in maintaining daily productivity

goals.
Administrative

• DutiesMaintain customer maintenance schedules and recurring service
• plans.Track overdue or upcoming maintenance se
• rvices.Generate scheduling and completion r
• eports.Ensure data accuracy in dispatch software and CRM s

ystems.
Requ

irements
Quali

• ficationsHigh school diploma or equivalent
• required.2+ years of dispatching, scheduling, or service coordination experience p
• referred.Experience in HVAC, mechanical, facilities maintenance, plumbing, electrical, or service industries is p
• referred.Proficiency with Microsoft Office and dispatch/service management
• software.Strong organizational and multitasking a

bilities.
Skills & Co

• mpetenciesExcellent communication and customer servi
• ce skills.Strong time management and prior
• itization.Ability to work in a fast-paced en
• vironment.Detail-oriented with excellent follo
• w-through.Problem-solving and decision-maki
• ng skills.Ability to remain calm under
• pressure.Team-oriented with a positive

attitude.
Key Performance Indica

• tors (KPIs)Planned maintenance compl
• ation rate.Schedul
• e accuracy.Customer satisfact
• ion scores.Reduction in overdue maintena
• nce visits.Work orde
• r accuracy.Maintenance agreement

compliance.
Workin

• g ConditionsFull-ti
• me position.Office-based with frequent communication via phone, email, and dispat
• ch software.May require occasional overtime during peak serv