Client Services Coordinator/Dispatcher

4 weeks ago

DC, United States The Donohoe Companies, Inc. Full time

Overview

Complete Building Services (CBS) is a company that is passionate about the operation and maintenance of buildings/facilities in the commercial and government sectors.

CBS has been an established facilities management company since 1963, and currently employs over 450 people based out of our headquarters in Northwest Washington, DC. CBS is the largest division of The Donohoe Companies, Inc. - Washington DC's oldest real estate company. At CBS, we celebrate and empower our talented employees - and it shows as we have been ranked by the Washington Business Journal as a "Best Place to Work" multiple times.

Perks & Benefits

We offer a full slate of benefits, including competitive salaries, medical, dental, vision, life and disability coverages, FSA, flexible vacation, commuter benefits, and 401k plan with a match. And...we offer some not so standard, extra great-benefits, including tuition reimbursement for education/certifications, employee discounts programs (including hotels and our vendor's products), gym membership, and an Employee Assistance Program that offer a wide array of consultative/actionable services. We value diversity and believe in forming teams in which everyone can be their authentic self is the key to our success. Come join us, and find out what the best work of your career could look like for you.

Responsibilities

Complete Building Services (CBS) is actively seeking a Client Services Coordinator/Dispatcher to join our growing Service Department. The Service Department proactively manages all HVAC, plumbing, electrical, and energy management concerns for commercial and government buildings throughout the Washington DC Metro area. The Client Services Coordinator/Dispatcher maintains the service technicians' daily schedules, dispatches technicians as needed, schedules return visits when required, and ensures the customer information database contains accurate information. This position is a vital, customer-facing role that would be well-suited for a highly motivated and energetic individual who enjoys communicating with both internal personnel and external company clients.

Job Responsibilities

* Take incoming customer calls. Schedule and coordinate all service calls as received. Transfer to others in department as needed.
* Obtain proper information to be able to create a work order for scheduled and unscheduled work orders to be dispatched to approximately 20 field technicians.
* Maintain a dispatch board to ensure service calls are properly scheduled and completed.
* Forecast workload for several days in the future.
* Maintain preventive maintenance program, ordering materials for approximately 65 contracts and scheduling technician visits accordingly.
* Collect payment information as needed.
* Follow-up with clients as needed to confirm visits or coordinate schedule changes.
* Create work orders and purchase orders.
* Review work orders and tickets after work is complete. Process additional paperwork necessary for invoicing.
* Review and make corrections on time-sheets. Export payroll process.
* Create and maintain customer records.
* Back-up other dispatchers as needed.
* Provide administrative and scheduling assistance to Service Team.
* Other duties as assigned.

Qualifications

* Previous dispatcher experience preferred.
* High school diploma or general education degree (GED).
* Basic knowledge of HVAC equipment and preventative maintenance schedules is a plus.
* Possess a solid understanding of the I-Phone operating system.
* Strong computer skills including Microsoft Outlook, Word, and Excel. Must be comfortable learning and working within an electronic/cloud-based dispatching system.
* Customer service experience preferred.
* Must be a team player.
* Must demonstrate a high level of professionalism and have proper phone etiquette.
* Must be organized with the ability to multi-task.

EOE, including disability/veterans

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