We are seeking a Dispatcher / Office Assistant to join our team! You will perform clerical and administrative functions in order to drive company success. Responsibilities include,

_ Reception_

• Primary person to handle all incoming calls. Determine where to direct calls, use of phone system, take detailed and accurate messages.

_ Dispatch_

• Assist with dispatch generally between the hours of 6:30AM and 3:000PM.
• Assist Lead Dispatcher to take dispatch calls, match qualified inspectors and communicate with clients.
• Must be flexible and able to work OT on short notice covering for Lead Dispatcher while on vacation or out sick (6:30am – 5:30pm).

Customer Support.

• Assist clients who need to access our online reporting system and help them obtain copies of reports in the system.
• Assist Lead Dispatcher to setup “one-shot” projects.

_ Filing/Photocopying/Scanning/Faxing._

• Making photocopies, scanning, faxing as-needed/or requested.
• Prepare and post documents/reports for web-hosting.
• Data entry of contacts into GreenBox database.
• Archival scanning of closed project or accounting files.
• Schedule shred box pickup as-needed.

_ Mailing/Deliveries_.

• Make sure all outgoing mail is properly stamped and ready for pickup.
• Prepare outgoing UPS/FedEx shipments. Deliver packages to carrier location if needed.
• Prepare packages for delivery by company driver.
• Open daily incoming mail and distribute.
• Keep a log of checks received.

_ iPad Inventory_

• Assist manager with keeping track of iPad inventory. Keep inventory list up-to-date with equipment issued. Make sure all returned iPads are reset wiping out previous users Apple ID., order new SIM cards and deactivate equipment as needed with our data provider.

Staff Training Records

• Assist manager with assigning online training modules as-needed. Collect copies of training certs and update training records.
• Perform in-person ergonomics assessments with other office/lab staff.
• Assist supervisors/managers with onboarding. May include distributing new hire documents, collecting certs and other documentation, assigning online training, etc..

_ Miscellaneous._

• Unlock front doors/gate upon arrival. If last in office make sure all doors/gates are secure and alarms set. On days when lead dispatch is not present, assign someone to lock front doors/gate at the end of the day.
• Responsible for equipment inventory, scheduling maintenance for office equipment (e.g. copier, printers, postage machine, binder).
• Make sure main office printers are fully stocked each morning.
• Assist with general office tidiness and organization.
• Keep storage areas clean and organized (copy room, PPE supplies, supply room next to kitchen).
• Responsible for making sure conference rooms are clean and setup prior to and after meetings including.
• Update sign-in/out board and vacation calendar.
• Processing daily and weekly reports in GreenBox.
• Process GreenBox Post Office on Friday each week.
• Upload documents to client websites.
• Update certification expiration dates for inspectors (send out reminders)
• Assist inspectors with importing report attachments.
• Errands to post office, purchase coffee/supplies, etc… as needed.
• Additional tasks as assigned by Office Manager.
• Beginning and end of day kitchen cleanup (empty/load dishwasher, wipe down counters, sanitize common areas)
• Update and clean office/lab first aid kits monthly (check inventory and expiration dates).
• Assist manager in developing and testing detailed office procedures.

_ Required Skills_

• Previous experience in office administration or other related fields
• Highly motivated to provide great customer service
• Detail-orientated with ability to prioritize and multitask
• Willing to assist others when necessary without being asked to do so - team player
• Sense of urgency and ability to meet deadlines - action oriented
• High level of flexibility to meet the ever-changing demands
• Familiar with MS Excel, MS Word and Adobe. Candidate will be trained to use our proprietary software, GreenBox.

Inspection Services, Inc. is a materials engineering firm dedicated to construction inspection and materials testing. www.inspectionservices.net

Job Type: Full-time (6:30am – 3:00pm) M-F

Work Location: In person only – there are no remote work options for this position.

Note – for the right candidate we are open to this being a part-time position. Hours would be 6:30am-10:30am M-F however candidate must be flexible and able cover full days (10.5 hours) when lead dispatcher is out sick or on vacation with little or no notice. Please inquire how that option would change benefits and responsibilities.

Job Types: Full-time, Part-time

Pay: $24.00 - $28.00 per hour

Expected hours: 40 per week

Benefits:

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

Schedule:

• 8 hour shift

Ability to Relocate:

• Berkeley, CA 94703: Relocate before starting work (Required)

Work Location: In person