Office Admin Dispatch Coordinator

Gravity Networks; Knoxville (TN); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Medical and dental insurance cost sharing

401(k) retirement plan

Paid holidays

Paid time off (PTO)

Job summary

Gravity Networks, located in Knoxville, TN, is looking for an Office Admin & Dispatch Coordinator to support operations and service coordination. This full-time role involves responsibilities such as managing user calls, maintaining office organization, and assisting with invoicing processes.

The ideal candidate should possess strong organizational skills and experience in administrative support. A commitment to teamwork and confidentiality is essential. Gravity Networks offers a supportive work environment with a comprehensive benefits package.

Qualifications

• Proven experience as an Administrative Assistant, Secretary, Office Manager, or similar role.
• Strong organizational and time-management skills.
• Proficiency in MS Office Suite and office management software.
• Excellent verbal and written communication skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Answer user calls, create tickets, and triage new tickets for priority.
• Maintain office organization, oversee supplies and coordinate maintenance.
• Assist in invoicing processes and respond to customer inquiries.
• Manage communication and scheduling for team operations and client meetings.

Skills

Organizational skills

Time-management skills

MS Office Suite proficiency

Verbal communication skills

Interpersonal skills

Education

Relevant experience in administrative support

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. If you thrive in a dynamic environment and enjoy supporting both office operations and service coordination, we encourage you to apply by submitting a detailed resume to this job post. 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, elevate 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.