Dynamic Dispatch & Administrative Coordinator

Htmcontractors; Honolulu (HI); On-site; USD 28,413 - 40,467; Full time

Benefits offered by this job

Medical and Dental Insurance – 100%

Holiday Pay

Birthday Pay

Life Insurance – $10,000

401K Retirement Plan – Company Match

Profit Sharing

Weekly Pay

Job summary

HTM Contractors, Inc. in Honolulu is seeking an Administrative & Dispatch Coordinator to support infrastructure, demolition, excavation, and tree services. The role offers a full-time schedule, Monday–Friday, with paid holidays and benefits, plus retirement and profit-sharing options.

The successful candidate will manage calls, leads, scheduling, CRM entries, and project documentation while maintaining strong customer relations and coordinating multiple teams.

Qualifications

• Experience in administrative, dispatch, or project coordination roles preferred.
• Strong customer service and communication skills.
• Excellent organizational and multitasking abilities.
• Detail-oriented with strong problem-solving skills.
• Ability to work in a fast-paced environment.
• Proficient with Microsoft Office and Google Workspace.
• Experience with CRM software and scheduling systems preferred.
• Ability to work independently and as part of a team.
• Professionalism, discretion, and accountability required.
• Adaptable and willing to support multiple divisions.

Responsibilities

• Answer and route incoming phone calls.
• Respond to customer calls, emails, texts, and inquiries promptly.
• Maintain positive customer relationships throughout the project lifecycle.
• Document customer communication in Service Fusion and HubSpot.
• Enter and manage leads in HubSpot CRM.
• Schedule Infrastructure, Demolition, Excavation, and Tree Service projects.
• Coordinate crews, equipment, subcontractors, and project resources.
• Schedule site visits, utility locates, and project start dates.
• Maintain accurate schedules and project calendars; Create customers, jobs, and work orders in Service Fusion.
• GenerateInvoices and assist with project closeout documentation.
• Track change orders and additional work.
• Process permits, certificates of insurance, and project documentation.
• Maintain customer and project files.
• Prepare reports and provide administrative support to management.
• Cross-train and assist other office personnel as needed.

Skills

Administrative experience

Dispatch coordination

Customer service

Communication skills

Organizational skills

Multitasking

Problem solving

Teamwork

Independence

Accountability

Tools

HubSpot CRM

Service Fusion

Scheduling systems

Microsoft Office

Google Workspace

Job description

HTM Contractors, Inc. in Honolulu is seeking an Administrative & Dispatch Coordinator to support infrastructure, demolition, excavation, and tree services. The role offers a full-time schedule, Monday–Friday, with paid holidays and benefits, plus retirement and profit-sharing options.

The successful candidate will manage calls, leads, scheduling, CRM entries, and project documentation while maintaining strong customer relations and coordinating multiple teams.