Office Admin & Dispatch Coordinator

Gravity Networks; Knoxville (TN); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical & dental insurance

401(k) retirement plan

Paid holidays

PTO

Job summary

Gravity Networks, an in-house office-based role in Knoxville, TN, is seeking an Office Admin & Dispatch Coordinator to join the team Monday–Friday, 8:30 a.m.–5:30 p.m. ET. You will manage front-office duties, ticketing, scheduling, and basic finance tasks under the Director of Operations.

The position emphasizes organization, communication with customers and team members, and effective coordination of service and projects in a fast-paced MSP environment.

Qualifications

• Proven experience as an Administrative Assistant, Secretary, Office Manager, Administrative Manager, or similar role.
• Strong organizational and time-management skills.
• Proficiency in MS Office Suite (Word, Excel, Outlook) and office management software.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and ability to work with team members and customers at all levels.
• Ability to handle confidential information with discretion.

Responsibilities

• Service Dispatch and Scheduling Coordination: answer calls, create tickets, triage priority, assign to team.
• Coordinate warm transfers via Teams and outbound tickets to the right resources.
• Assist in scheduling onsite visits and maintain team coverage and plan changes.
• Support Director of Operations with daily rounds, planning, and client communications when plans change.
• Help Customer Success Managers schedule business review meetings.

Skills

Organizational skills

Time management

MS Office proficiency

Verbal & written communication

Interpersonal skills

Discretion with confidential info

Education

Business Administration background (beneficial)

Job description

Role Overview Gravity Networks is seeking a dedicated Office Admin & Dispatch Coordinator to join our team in our Knoxville, TN office. This is a full-time, in-office position with working hours from Monday to Friday, 8:30 a.m. to 5:30 p.m. Eastern Time. This role reports to the Knoxville-based Director of Operations. The interview process will include questionnaires, video calls, and in-person interviews.

Roles & Responsibilities Service Dispatch and Scheduling Coordination

• Answer user calls to Support number, create new tickets/identify related existing tickets, ask questions for additional information.
• Triage new tickets for priority and urgency, dispatch email tickets and phone requests to appropriate team member based on skill and availability.
• Communicate through Teams and coordinate warm transfers of calls and assignment of tickets to support team resources.
• Maintain an understanding of skillset of team members and determine what support requests should be assigned to whom.
• Assist in scheduling onsite visits for support and project needs, maintaining available team coverage, ensuring communication of plans and changes.
• Support Director of Operations in daily team roundups, planning, and changes to planned schedules. Assist in client communications when plans must change.
• Assist Customer Success Managers in scheduling business review meetings.

Office Administration

• Maintain general office organization and cleanliness by ensuring clutter is managed, inventory is organized, and ensuring cleaning team is effective. Coordinate office maintenance and repairs.
• Oversee office supplies and tech team Go Bag inventory and replenish as needed.
• Receive, open, and distribute incoming mail to appropriate recipients. Ensure time sensitive items are prioritized.
• Maintain awareness of expected shipments, research when orders are not received as expected.
• Receive shipments physically and systematically, confirm full receipt of purchase orders and sales orders, notate receipt, and route items to assigned team members.
• Receive purchase order invoices physically and systematically.
• Answer inbound phone calls to general numbers and transfer appropriately, review voicemails and respond or assign appropriately.

Finance Administration & Support

• Maintain a basic understanding of the invoicing processes and procedures.
• Research and respond to customer questions related to invoices
• Process, apply, and deposit physical check payments
• Perform collection calls on past due accounts, escalate accounts for credit holds
• Understand payment portal and assist customers in updating payment methods and autopay preferences
• Assist team members in entering expenses and submitting receipts and expense reports

Qualifications

• Proven experience as an Administrative Assistant, Secretary, Office Manager, Administrative Manager, or similar role.
• Strong organizational and time-management skills.
• Proficiency in MS Office Suite (Word, Excel, Outlook) and office management software.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and ability to work with team members and customers of all levels of role.
• Ability to handle confidential information with discretion.

Preferred Skills

• Familiarity with basic accounting principles and financial processes.
• Prior experience in scheduling and dispatch coordination, preferably in a service-oriented environment.
• Advanced computer skills, including proficiency with office management and communication tools.
• Ability to adapt to changing priorities and manage multiple tasks efficiently.
• Strong problem-solving skills and resourcefulness in resolving issues.
• Experience working in a fast-paced office setting.

Education & Experience

• Relevant experience in administrative support, office management, or dispatch coordination required.
• Experience in customer service or a service-oriented environment preferred.
• Exposure to Information Technology services or support environments is a plus.
• Formal education in Business Administration or a related field is beneficial but not required.

Benefits

Gravity Networks offers a comprehensive benefits package that includes medical and dental insurance cost sharing, a 401(k)-retirement plan, paid holidays, and paid time off (PTO). We are committed to supporting the well-being and financial security of our team members.

About Gravity Networks

Gravity Networks is a Managed IT Services Provider (MSP) with offices in Knoxville, TN and Salt Lake City, UT. Our team—spanning administration, sales, help desk, and systems engineering—is composed of bright, tech-savvy professionals who thrive on solving complex challenges with integrity and quality. Our company culture encourages openness, relationships, integrity, and tenacity through real connections, dedication, and laughter.