Office Admin & Dispatch Coordinator

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, 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.