Dispatcher, Rentals

Grace Pacific LLC; Honolulu (HI); On-site; USD 25,000 - 32,000; Full time

Job summary

Grace Pacific LLC is seeking a detail‑oriented Operations Scheduler to take walk‑in, phone, fax and email job orders, coordinating with the Warehouse Foreman and Supervisors to set priorities and allocate equipment.

The role involves creating daily and weekly schedules, matching jobs to crew skills, handling payroll paperwork, reviewing orders, and ensuring timely invoicing while maintaining records and delivering excellent service.

Qualifications

• High School Diploma or equivalent required.
• 6 months experience in a similar operation preferred.
• Familiarity with traffic control helpful.
• Good organizational and administrative skills; able to multi-task.

Responsibilities

• Takes walk-in, phone, fax and email job orders and prioritizes with supervisors.
• Coordinates with mechanics and operations to allocate trucks/equipment.
• Schedules crews weekly and adjusts shifts to meet demand.
• Ensures rental services are rendered and invoiced timely.
• Reviews orders and prepares payroll paperwork for verification.
• Handles customer complaints and escalates to supervisor.

Skills

Organizational skills

Multi-tasking

Communication skills

Flexibility

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Email client

Job description

Principal Duties

• Takes walk-in, phone, fax and email job orders. Works collaboratively with Warehouse Foreman, Operations Supervisor, and Manager to establish priorities
• and confirm availability of equipment.
• Coordinates with the mechanics department to make trucks / equipment available as needed for maintenance or repairs. Alerts mechanics department of on the road break downs that require a trouble call.
• Based on projected work- loads and man power requirements, coordinates with the Operation Supervisor(s) to schedule crews effectively on a weekly basis.
• Scheduling to include changing existing man power shifts (day to night / night today).
• Based on immediate work-load, creates a daily schedule and assigns jobs as necessary. Matches job type and/or requirements with various skill sets of crew members. Rotates jobs so there is an even distribution of job types to qualified crew members.
• Reviews quotations, service agreements, purchase orders or work orders to ensure that equipment and man power are allocated properly to fulfill service requests as budgeted or quoted.
• Reviews job orders against work logs for payroll processing and compiles appropriate paperwork for timely submission to Operations Supervisor for final verification and approval.
• Receives customer complaints, investigates issues and refers information on problematic customers to the Operations Supervisor for follow-up.
• Ensures that rental services are rendered as ordered or rescheduled as necessary, that the crew driver thoroughly completes the rental order form after jobs are completed, and that all order forms are routed to the Manager for review in a timely manner for invoicing.
• Using completed rental order forms, calculates billing costs for traffic control and fencing billings. Forwards Standard Order forms for review by Manager in a timely manner to support financial reporting.
• Maintains department files and records in accordance with established procedures to ensure easy retrieval of records as needed by department staff.

Principal Requirements

• Good organizational and administrative skills to multi-task effectively.
• Ability to work independently and complete tasks in a timely manner.
• Ability to work flexible hours as needed.
• Excellent interpersonal skills to ensure effective internal and external communications.

Skills/Knowledge

• Math: Uses basic math functions to perform daily tasks.
• Reading: Must be able to read and understand business documents and read road maps.
• Computer: Working knowledge of Word, Excel, Email; aptitude to learn inhouse systems; keyboarding skills sufficient to complete daily tasks in a timely manner.10 key by touch.
• Licenses: Not Required
• Education: High School Diploma or equivalent required
• Experience: 6 months experience in a similar operation, such as equipment rental operation, sales/retail environment, civil construction, government agency related to road work and/or safety. Familiarity with traffic control helpful.

EOE / M / F / V / Disabled

Salary: $18.00 - $23.00 per hour