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Dispatch Assistant

4 months ago

San Diego, United States Teichert Full time
Position Description

Purpose
The purpose of this role is to provide efficient and effective field operations support for the dispatch function. Specifically, this role assists in the coordination of an efficient, consistent, and accurate craft personnel hiring process, craft transfer and change process and equipment utilization.

Focus & Scope
Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below:
  1. Actively supports field operation goals and objectives through completing technical/administrative dispatch tasks on time and accurately, providing ongoing support, and proactively resolving challenges and issues. Participates in departmental meetings to stay abreast of department/business unit issues especially as they pertain to dispatch, construction practices and procedures, field operations, and other relevant topics.
  2. Collaborates across departments and ensures a focus on consistency in technical practices and administrative procedures for dispatch. Adheres to policies, procedures, and standards that protect the company's interests.
  3. Promotes and protects Teichert Energy & Utilities Group, Inc. values including diversity, teamwork, fair work environment, and respect of others. Maintains a "team" spirit within the business unit and on project teams. Works and cooperates with other disciplines within business unit to ensure maximum and best use of resources.
  4. Promotes and protects the community perception of Teichert.
  5. Builds and maintains positive working relationships with internal, cross-functional departments and external contacts. Communicates company and project policies, procedures, and standards. Gathers feedback and continuously makes improvements to work processes, practices, and equipment.
  6. Performs clerical duties such as setting up and maintaining the quality and integrity of database records. Performs various administrative duties including organization and documentation of logs, files, records, and reports pertaining to the dispatch function. Assists with timecard entry and invoice processing. Assists with maintaining dispatch processes and manuals up to date.
  7. Responsible for data entry of all new Craft employees into HR/Payroll system.
  8. Responsible for updating and submitting all Craft changes in HR/Payroll system.
  9. Responsible for maintaining an updated list of available craft employees and their classifications, pay rate, dispatch, etc.
  10. Runs reports as needed for the Superintendent staff.
  11. Assists in pay audits or dispatch accuracy for data integrity and CBA compliance.
  12. Coordinates resources (people, materials, equipment): maintains contact with foremen and superintendents for scheduling and deliveries, assists with obtaining any required permits for equipment transportation, tracks rental equipment, updates timecards, contacts craft employees for job assignments and locations, assists with the scheduling of equipment maintenance and services, and communicates and strategizes to ensure maximum efficiency of all resources.
  13. Processes new hire paperwork and provides Payroll & HR Department with correct, valid documents.
  14. Follows-up with originating parties for missing or invalid information on forms.
  15. Assists with maintaining the integrity of the Drug and Alcohol program by enforcing and ordering the monthly DOT random drug screenings as well as keeping accurate DOT employee records.
  16. Schedules new hire pre-employment drug screenings.
  17. Enters all new hires into the DMV pull notice program for all craft employees and monitors the DMV pull notices, bringing any concerns to Dispatchers' attention.
  18. Complies with collective bargaining agreements, EEO policies and company programs.
  19. Assists in ensuring compliance with specific project requirements and PEOs.
  20. Contacts Craft employees for job assignments, new locations, layoffs, trainings, meetings, etc.
  21. Maintains the integrity of the 90-day report for inactive employees off work.
  22. Performs new hire onboarding process. Schedules new hire orientations with superintendent staff and craft employees. Ensures compliant paperwork collection, conducts onboarding orientation, safety orientation, and follows all other onboarding requirements.
  23. Performs the exiting duties for craft employees, collecting equipment, processing paperwork with payroll, HR, and the Union halls, etc.
  24. Other tasks as assigned by the Area Superintendent and other members of management.

Relationships, Qualifications and Requirements, & Competencies

KEY RELATIONSHIPS:

Reports To:
  • Area Superintendent
Direct Reports:
  • None
External Clients:
  • Union Dispatchers, Union Representatives, Vendors, Equipment Service/Maintenance Vendors, Suppliers
Internal Clients:
  • Accounts Payable, Foremen, Superintendents, Project Managers, Mobile Equipment, Area Manager, HR Department, Payroll Department

Position Description Cont.

Role Qualifications & Requirements

Education:
  • A High School diploma or G.E.D. or an equivalent combination of training, education, and experience.
Experience and Industry Expertise:
  • On-the-job training
  • Six months prior experience in a construction industry or related office/clerical role preferred.
  • Some prior knowledge of construction equipment preferred.
  • Some prior knowledge of union contracts and/or dispatching from union halls preferred.
Specific Job Requirements:
  • Successful completion of a pre-employment drug, alcohol, and background investigation
  • Valid Driver's License
  • Current on all company required safety training.
  • Ability to preserve confidential and proprietary information and successfully avoid conflicts-of-interest.
  • Basic typing skills
  • Ability to communicate effectively, verbal and written.
  • Ability to use computer programs efficiently.
  • Knowledge of Policies and Procedures
  • Ability to consistently appear for work on time.
  • Ability to work authorized overtime as required.
  • Basic knowledge of union collective bargaining agreements
  • Understanding of union dispatching procedures and requirements
  • Bilingual, preferred
Competencies
  • Relationship Management
  • Business Acumen
  • Communications
  • Organization and Management
  • People Development
  • Technology: Microsoft Office
  • Technical competence in construction

Equipment Used, Physical Demands, and Work Environment

Equipment Used:
  • Computer
Physical Demands & Work Environment: The physical demands and work environment characteristics are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Physical: Sitting for long periods of time working on the computer or attending meetings. Job site visits require walking on uneven ground, steep slopes, and exposure to extreme temperature and/or humidity. Close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. Required to work long hours during peak season.
  • Work Environment: Typical office environment with adequate temperatures and lighting, low levels of noise. Demands of meeting tight deadlines. Exposed to the conditions of job sites which can include loud noise, dust, fumes, and extreme weather conditions prevalent at the time. May work various hours, including early mornings, dusk or evenings. Regular interruptions, heavy phone and computer usage.

BASE HOURLY SALARY RANGE:
$23.72 - $32.93
The range displayed reflects the range the company reasonable expects to pay for the position. The actual base salary is subject to variation due to the role, level, geographic location, relevant education, training, or experience, among other factors.

Notices

Employer Disclosure Statement
The above statements and job description is intended to describe the nature and level of work being performed within this job. They are not intended to be an exhaustive list of all responsibilities, duties, and tasks. Other similar or additional duties are performed as assigned.

Equal Opportunity Employer
Teichert and its subsidiaries are proud to be an equal opportunity workplace. Individuals seeking employment at our company are considered without regards to age, ancestry, color, race, gender (including pregnancy, childbirth, or related medical conditions), gender identity or expression, sexual orientation, genetic information, marital status, medical condition, mental or physical disability, national origin, protected family care or medical leave status, religion, military or veteran status, or any other characteristic protected by federal, state, or local laws.

Notice to Staffing Agencies
Teichert, Inc. and its subsidiaries ("Teichert") will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Teichert, including unsolicited resumes sent to a Teichert mailing address, fax machine or email address, directly to Teichert employees, or to Teichert's resume database will be considered Teichert property. Teichert will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume. Teichert will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. Agencies must obtain advance written approval from Teichert's recruiting function to submit resumes, and then only in conjunction with a valid fully-executed contract for service and in response to a specific job opening. Teichert will not pay a fee to any Agency that does not have such agreement in place. Agency agreements will only be valid if in writing and signed by Teichert's Human Resources Representative or his/ her designee. No other Teichert employee is authorized to bind Teichert to any agreement regarding the placement of candidates by Agencies.