Dispatcher / Administrative Assistant

Steadfastalliance; San Antonio (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

Johnson Controls in Florida is seeking a detail-oriented Dispatcher/Administrative Coordinator to manage technician scheduling, customer communication, and cost reporting on-site. You will coordinate preventive maintenance, repairs, and quotes, while ensuring compliance with company policies and safety standards.

The role requires 3+ years of relevant experience, strong MS Office skills, and the ability to work in a fast-paced environment. HVAC familiarity and CMMS knowledge are a plus.

Qualifications

• High School Diploma or equivalent.
• 3+ years experience in Dispatcher/Service Coordinator/Administrative role.
• Proficient with MS Office (Word, Excel, PowerPoint, Project, Teams, etc.).
• Basic understanding of financial accounting.
• Excellent administrative and typing skills.

Responsibilities

• Assign daily activities to technicians and schedule maintenance, repairs, and quotes.
• Communicate with customers by phone and email.
• Track costs, backlog, and quotes; prepare operational and financial reports.

Skills

MS Office proficiency

Typing speed

Administrative skills

Written communication

Verbal communication

Deadline management

Education

High School Diploma

Tools

CMMS

FieldEdge

Job description

Job Description

*This is NOT a remote position*

What you will do?

• Assign day to day activities to the technicians /schedule preventativemaintenance, demand repair, and quoted work.
• Communicate with customers via phone and email
• Identify improvement opportunities.
• Provide operations management support to Manager in the operation of theaccount to ensure the objectives are exceeded.
• Track WHIP, backlog PM's, and quoted work
• Perform audits on timesheets, parts orders, and open activities
• Deliverables, KPI's, and approved budgets.
• Periodically analyze cost data and recommend corrective actions to reducecosts.
• Become SME for all service tools and assist with new hire training
• Coordinate and direct purchasing activities.
• Take meeting notes, email to attendees, and add to One-Note file

How you will do it?

• Schedule 1 week in advance and keep technicians utilized
• Prepares facility budgets for selected line items under the direction andapproval of the Customer Business Manager.
• Tracks, analyzes and trends facility costs, and operational data on a monthlybasis and produces operations and financial reports to the Customer BusinessManager.
• Provides support for employee training programs to include technical, safetyand quality management.
• Generates safety reports and maintains safety records.
• Maintains technician records of work hours, parts utilized, and workperformed for site services.
• Prepares summary reports as directed including benchmarking data.
• Maintains project operations procedure documents and manuals.
• Works on special projects as assigned by the Customer Business Manager.
• For both phone and web-based requests, communicates with the requester todetermine scope of work and priority of the work to be performed.
• Assists the site staff in obtaining materials, tools, and equipment requiredto execute the requested work.
• Coordinate and schedule the use of outside service vendors to performrequired work and ensure that they have proper access and authorization as percustomer policies and procedures.
• Utilize Computerized Maintenance Management System (CMMS) data to develop andprepare reports, graphs to track performance to goals, manage work orderbacklog, and track equipment history and repair costs. Use other software asneeded to format reports for presentation.
• Works with CMMS provider to update equipment inventory, job plan /tasking andimplement PM scheduling changes as directed by the Customer Business Manager.
• Responsible for creating issuing and tracking subcontracts and purchaseorders.
• Effectively manage all subcontracts by obtaining statements of work andincluding the scope of work into the standard subcontract in compliance withJCI Subcontracting policies and guidelines. Follow subcontract policies totrack all subcontracts.
• Coordinates and assists the Customer Business Manager with account financialsincluding receivables and payables.
• Assist with new hire on-boarding process.
• Train employees on the use of the CMMS tablet to obtain and update their workorders, comments and time into the CMMS.
• Coordinate and direct purchasing activities.
• Create weekly and monthly reports as needed and as directed by CustomerBusiness Manager including cost savings reports, work order summary and statusreports and work order labor reports.
• Create value reports on a quarterly basis using value reporting template.Obtain data from available systems including the CMMS and other JCI systemsincluding NxGen and data provided by account team to include in the reportanalyze and format data as needed to import into the reporting template.
• Respond to and produce customer driven reports with limited support.
• Order office supplies to support business needs.
• Comply with all company policies and procedures and adhere to companystandards.
• Must be a team player committed to working in a quality environment.
• Performs other job-related duties as requested.

What we look for

Required

• High School Diploma or equivalent education.
• Three (3) years' experience as Dispatcher, Service Coordinator AdministrativeAssistant, or equivalent combination of education and experience.
• Proficient with MS Office products (Word, Excel, PowerPoint, Project, Teams,etc.).
• Basic understanding of financial accounting.
• Must possess excellent administrative and good typing skills.
• Strong written and verbal communication skills required along with theability to work in a fast-paced environment.
• Ability to meet deadlines and build strong customer relationships
• Positive demeanor and critical thinker

Preferred

• Familiarity with HVAC industry, service operations, and customer service
• Background with HVAC mechanical, electrical, and IT systems is a plus,but notrequired.
• Working knowledge of a Computerized Maintenance Management System is a plus.
• FieldEdge knowledge is a plus.

Uplifting Air / Steadfast is an equal employment opportunity and affirmativeaction employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age,protected veteran status, genetic information, status as a qualified individualwith a disability, or any other characteristic protected by law. For moreinformation, please view EEO is the Law. If you are an individual with a disability and you require an accommodation during the application process,please visit www.johnsoncontrols.com/careers