Dispatcher - Office Manager

Dispatcher Office Manager – HMS/HHR - Moving and Construction Company

The Dispatcher / Office Manager handles overseeing off administrative, scheduling, compliance, and operational coordination for the Moving Services (HMS) and Construction / One-Time Cleaning (HHR) companies. This role serves as the focal point of contact for incoming bid requests, supervisors, field teams, auditors, private pay inquires, and regulatory agencies. The Dispatcher / Office Manager ensures referrals are processed accurately, bids are prepared and approved, services are scheduled and completed, invoices are submitted and paid, and all records are maintained in compliance with Washington State and federal requirements. The dispatcher will ensure each job is prepared and organized while updating relevant parties.

Responsibilities:

Referral Intake & File Management:

• Receive and process referrals from both private parties and state contracts.
• Create and maintain complete hard files and electronic files (e-files) for each client, including referral forms, emails, approvals, photos, ROI’s and invoices.
• Coordinate with private pay and state contract parties to obtain referral information while maintaining comprehensive and accurate collection of needed details.
• Enter and track all referrals, bids, approvals, scheduling, invoicing, and payment status in the spreadsheet systems.
• Maintain accurate, organized filing systems for audits and compliance reviews.

Bid, Scheduling, Job & Estimate Coordination:

• Coordinate with the management team to schedule on-site bids.
• Schedule bid appointments and manage staffing calendars in Outlook and manual scheduling trackers.
• Prepare and provide physical client files for bid appointments ensuring accuracy of all collected information.
• Once the bid is completed; Review photos and bid details to assess labor, materials, distance, dump runs, and donations.
• Ability to build detailed bids in multiple platforms for Construction, moving and state contracts, including inventory, materials, quotes, and demographics.
• Once complete, ability to send comprehensive and accurate information to the appropriate parties using approved templates and tracking approval status. Ensure all services are completed and documented accurately.
• Follow up on pending approvals within required timeframes.
• Communication with clients and coworkers regarding scheduled services and ensuring all services are approved and properly documented.
• Update internal tracking systems, whiteboards, and files throughout the bid process; Including staffing email is updated and correct.

Invoicing & Payment Tracking:

• Compile post-service documentation, including photos, Bills of Lading (BOL), and service confirmations.
• Thoughtfully prepare and submit complete invoices to Clients; providing proper documentation and details of completed services.
• Maintain invoice documentation in both hard files and e-files.
• Maintain exact, detailed, and concise end of week summary regarding all services, bids and all relevant updates submitted to the general manager.
• Tracking payments and maintenance of accurate oversight to ensure payments are accounted for. Following up with clients to ensure payment; Update payment status in tracking systems.

Office Operations & Administration:

• Open and secure the office daily.
• Manage incoming calls, emails, and walk-in inquiries and Maintain the Moving@ and HHR@ email inbox's daily.
• Oversee office cleanliness and organization.
• Track moving inventory, PO deliveries, and coordinate large-item dump or assembly requests.
• Direct package delivery to be placed in the storage room; Notify proper staff of the delivered items.
• Support marketing initiatives and source new business opportunities.

Compliance, Fleet & Regulatory Management:

• Maintain truck binders, fleet binders, and conduct monthly audits.
• Manage insurance documentation, renewals, and updates for vehicles and fleet.
• Ensure compliance with Washington Utilities and UTC requirements.
• Manage FMCSA filings, including USDOT and MCS-150 updates.
• Upload all office-related invoices (rent, utilities, phone, water, etc.) to Controllers QuickBooks Receipts OneDrive; Update and maintain Standard Operating Procedures.

Requirements:

• High school diploma or equivalent; administrative or operations experience preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple workflows simultaneously and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency with scheduling software, Microsoft Office, PDF tools, and database systems.
• Experience working as a controller, in the construction field or in a fast-paced environment. Preferably, experience in contracts, construction dispatching, or other related fields.
• Ability to work independently, handle sensitive information, and support vulnerable populations with professionalism and care.

This is a fast-paced role ideal for someone who thrives on coordination, accuracy, and keeping operations running efficiently. This job post is not intended to be an all-encompassing description and other duties as needed will apply. Heritage is an equal opportunity employer and encourages all to apply.

Job Type: Full-time

Pay: $23.00 - $27.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 2 years (Preferred)

Work Location: In person

Salary : $23 - $27