Dispatcher & Scheduling Coordinator

Dispatcher & Scheduling Coordinator

W2 Contract-to-Hire

Pay Rate: $26 - $30 per hour

Location: Sunnyvale, CA - Onsite Role

Job Summary:

We are seeking a highly organized, detail-oriented Dispatch & Scheduling Coordinator to support our fast-paced construction services team. This role is the "nerve center" of our operations, ensuring smooth daily workflows by scheduling field technicians, coordinating with project managers, and maintaining seamless communication across multiple project sites. If you thrive in a dynamic environment, excel at logistics, and enjoy solving the "puzzle" of complex schedules, we want to hear from you.

Duties and Responsibilities:

• Coordinate and manage daily schedules for field staff and technicians; finalize the next day's schedule by COB.
• Respond to last-minute changes and scheduling conflicts in real-time, ensuring maximum efficiency based on project locations.
• Monitor vehicle GPS tracking software, maintain up-to-date driver lists, and coordinate vehicle maintenance and repairs.
• Serve as the primary point of contact between clients, project managers, and field staff.
• Respond promptly to phone calls and emails; build and maintain professional relationships with clients and contractors.
• Notify project managers of technician assignments and facilitate introductions where necessary.
• Track and log all communications for billing accuracy and maintain accurate records of dispatch information.
• Process, upload, and distribute daily field reports; ensure all safety and apprenticeship documentation is submitted on time.
• Create, maintain, and purge digital and physical project files and archives.
• Review and approve invoices after confirming work completion; monitor receipts for timely processing.
• Manage the inventory of office supplies, kitchen supplies, and safety equipment.
• Assist the Construction Services team with regularly scheduled reports and general administrative tasks.

Requirements and Qualifications:

• Minimum 2 years of experience in dispatching, scheduling, or construction coordination (preferred).
• High level of proficiency in Microsoft Office Suite (Excel, Outlook, Word, OneDrive) and Adobe Acrobat.
• Experience with vehicle GPS tracking software is a plus.
• Exceptional multitasking and organizational abilities.
• Strong interpersonal and communication skills.
• Extreme attention to detail and follow-through.
• The ability to remain calm and adaptable in a fast-changing environment.

Desired Skills and Experience

Dispatching, Scheduling, Construction Coordination, Field Technician Scheduling, Project Coordination, Logistics Coordination, Operations Coordination, Calendar Management, Schedule Optimization, Conflict Resolution, Client Communication, Contractor Communication, Project Manager Support, Field Staff Coordination, Phone Communication, Email Communication, Communication Tracking, Billing Accuracy, Recordkeeping, Daily Field Reports, Document Management, Safety Documentation, Apprenticeship Documentation, Digital Filing, Physical Filing, Project File Management, Invoice Review, Invoice Approval, Work Completion Verification, Receipt Processing, Office Supply Inventory, Safety Equipment Inventory, Administrative Support, Reporting, Microsoft Excel, Microsoft Outlook, Microsoft Word, Microsoft OneDrive, Microsoft Office Suite, Adobe Acrobat, GPS Tracking Software, Vehicle Maintenance Coordination, Driver List Management, Multitasking, Organization, Attention to Detail, Follow-Through, Adaptability, Fast-Paced Environment, Interpersonal Skills

Bayside Solutions, Inc. is not able to sponsor any candidates at this time. Additionally, candidates for this position must qualify as a W2 candidate.

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