Dispatcher, Rentals

Grace Pacific; Honolulu (HI); On-site; USD 42,000 - 54,000; Full time

Job summary

Grace Pacific in Honolulu, HI seeks an organized Operations Coordinator to handle walk-in, phone, fax and email orders, prioritize jobs, and coordinate with maintenance and crew scheduling. You will balance workloads, manage daily crew assignments, and ensure accurate paperwork for payroll and invoicing.

Ideal candidates have strong communication, basic math, and computer skills (Word/Excel/Email), with at least 6 months in a related rental/construction environment. EOE.

Qualifications

• Basic math functions used in daily tasks.
• Able to read and understand business documents and maps.
• Proficient with Word, Excel and email; quick to learn in-house systems.

Responsibilities

• Take walk-in, phone, fax and email job orders and prioritize them with the team.
• Coordinate with Warehouse Foreman, Operations Supervisor, and Manager to confirm equipment availability.
• Coordinate with mechanics to ensure trucks/equipment are available for maintenance or repairs.
• Schedule crews weekly, adjust shifts (day/night) to balance workloads.
• Create daily schedules based on workload and assign jobs to suitable crew members.
• Review quotations, service agreements, POs, or WO to ensure proper allocation of staff and resources.
• Prepare payroll paperwork by comparing job orders with work logs for supervisor approval.
• Address customer complaints and route issues to the Operations Supervisor for follow-up.
• Ensure rental services are rendered as ordered and that forms are properly submitted for invoicing.
• Calculate billing costs for traffic control and fencing from completed rental orders and forward for review.
• Maintain department records for easy retrieval.

Skills

Math

Reading

Computer skills

10-key by touch

Education

High School Diploma or equivalent

Tools

Word

Excel

Email

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