Dispatch Specialist

Kuhlman Electric; Danvers (MA); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Competitive base salary

Medical, Dental, Vision benefits

Paid Time Off and Holidays

401(k) with company match

Team-oriented work environment

Job summary

Kuhlman Electric is seeking a highly organized Service Specialist to keep our service technicians’ schedules full and projects moving smoothly. You will manage dispatching, permit coordination, and communications with customers, inspectors, and utilities in a fast-paced residential setting.

This role emphasizes scheduling accuracy, timely invoicing, and proactive problem-solving in a dynamic team environment.

Qualifications

• Minimum of 2–3 years of experience in service dispatching, project coordination, or high-volume administrative roles.

Responsibilities

• Schedule and dispatch electrical technicians using dispatching software based on schedules, customer requests or immediate needs.
• Convert accepted estimates and contact customers with scheduling options within 24 hours.
• Review estimate jobs for location, duration, and specifics; ensure accuracy.
• Prepare deposit invoices, contracts and automations.
• Schedule warranty calls and return trips.
• Maximize technician productivity by grouping jobs geographically.
• Communicate with customers by phone and email; provide appointment windows and confirmations.
• Relay information to/from work crews and managers; resolve problems or changes.
• Monitor daily schedule, handle emergencies, and inform customers and technicians of delays.
• Prepare and coordinate permit management and inspections with local authorities.
• Update internal systems to track permit statuses, inspections, and sign-offs.

Skills

Dispatching

Customer communication

Organization

Office software

Tools

Field service software

Google Workspace

Microsoft Office

Job description

Position Overview

Kuhlman Electric is seeking a highly organized, proactive, and detail-oriented Service Specialist to join our growing team. You will be responsible for keeping our service technicians' schedules full and efficient, navigating the administrative pipeline for residential electric projects, and managing the municipal electrical permit and inspection process from start to finish. The ideal candidate thrives in a fast-paced environment, possesses exceptional communication skills, and loves solving the logistical puzzles of a busy home services company.

Key Responsibilities

Service Dispatching

• Schedule Optimization: Efficiently schedule and dispatch electrical technicians using our dispatching software, based on predetermined schedules, customer requests (including financing) or immediate needs.

  • Convert accepted estimates and contact customers with scheduling options within 24 hours.

  • Review estimate jobs to determine location, location length of time, and other job specifics. Ensure accuracy and completeness.

  • Prepare deposit invoices, contracts and automations.

  • Schedule warranty calls and return trips

• Route Management: Maximize technician productivity and minimize drive time by strategically grouping jobs by geography.

• Technician and Customer Communication: Act as the primary point of contact for incoming customer service inquiries via phone and email.

  • Provide clear appointment windows and booking confirmations.

  • Relay information such as work orders or other messages to/from work crews, division managers, inspectors and utility companies, as needed.

  • Communicate with divisional managers to resolve problems, request changes, special order items or equipment

• Real-Time Adjustments: Monitor the daily schedule, handle emergencies, and proactively communicate delays or changes to customers and technicians.

Permit & Inspections Coordination

• Permit Management: Prepare, file, and track electrical permits with various local town and city building departments.

• Inspection Scheduling: Coordinate with local electrical inspectors, homeowners, and technicians to schedule required rough and final inspections.

• Database Maintenance: Update internal systems to track permit statuses, passed inspections, and sign-offs to ensure projects can be closed out and billed promptly.

• Issue Resolution: Act quickly to resolve any failed inspections or compliance issues by scheduling corrective technician visits.

• Liaison: Act as the main point of contact between Kuhlman Electric, City/ Town Building departments, program coordinators, and utility companies.

Qualifications & Skills

• Experience: Minimum of 2–3 years of experience in service dispatching, project coordination, or high-volume administrative roles (experience in service industries is highly preferred).

• Software Savvy: Proficiency with field service management software preferred and the Google Workspace/Microsoft Office suite required.

• Communication Skills: Exceptional verbal and written communication skills with a natural ability to de-escalate stressful situations.

• Geographical Familiarity: Strong understanding of local geography and traffic patterns across our service areas to ensure smart dispatching.

• Organizational Wizardry: Ability to multitask, prioritize under pressure, and manage strict deadlines without letting details slip through the cracks.

What We Offer

• Competitive base salary (depending on experience).

• Comprehensive benefits package (Medical, Dental, Vision).

• Paid Time Off (PTO) and Paid Holidays.

• 401(k) with company match.

• A supportive, team-oriented work environment with room for professional growth.