Service Dispatcher - Freelance, Remote
About the Client A U.S.-based fire protection services company provides inspection, testing, maintenance, and emergency response for fire sprinklers, fire alarms, extinguishers, suppression systems, and emergency lighting. They operate nationwide while offering a boutique, highly personalized service experience. Their customers include multi-site commercial brands that value responsiveness, reliability, and rigorous safety standards. Why does this role exist?This role ensures every inbound request is routed quickly and accurately so field technicians are scheduled efficiently and customers receive timely service. The Service Dispatcher serves as the communication hub for calls and emails, maintaining organized schedules and meticulous records while providing proactive updates to stakeholders. As service volume grows, this position safeguards response times, data accuracy, and overall customer satisfaction. The Impact you’ll make Dispatch and Scheduling • Route incoming calls and emails to the right technician/team based on priority, scope, and location. • Build and adjust daily/weekly schedules; coordinate appointments and confirmations via Outlook. • Record who was dispatched, ETAs, status changes, and outcomes in the dispatch log. Inbox and Communication Management • Monitor shared inboxes; triage and respond to emails promptly and professionally. • Provide regular updates to executives and stakeholders; acknowledge and close the loop on requests. • Escalate urgent issues following established procedures. Documentation and Reporting • Maintain accurate, time-stamped dispatch notes and service records. • Review open reports/work orders and follow up until completion or next action. • Collect, organize, and route paperwork and invoices for review and processing. Coordination and Follow-ups • Liaise with technicians, customers, and vendors to confirm schedules, access, and requirements. • Identify and resolve scheduling conflicts; propose alternatives to minimize downtime. • Ensure all service documentation and compliance-related records are captured and filed. Process Excellence and Adaptability • Prioritize competing requests across multiple executives with clarity and calm. • Recommend improvements to templates, checklists, and scheduling workflows. • Uphold standards for response times, accuracy, and professional communication. Skills, Knowledge and Expertise Required: • 1–2 years of professional dispatching experience (service/field/operations dispatch). • Proficiency with Microsoft Outlook for communication and scheduling. • Strong written and spoken English; confident, professional phone and email etiquette. • Proven ability to manage high-volume inboxes and coordinate multiple schedules simultaneously. • Ability to work 2:00 pm – 10:00 pm PST, Monday–Friday (40 hours/week). • WFH Set-Up: • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up. • Internet speed of at least 40MBPS • Headset with an extended mic that has noise cancellation and a webcam • Back-up computer and internet connection • Quiet, dedicated workspace at home Your Superpowers: • Technical: Microsoft Outlook mastery; calendar management; basic Excel/Google Sheets; familiarity with dispatch, CRM, or ticketing systems; fast, accurate note-taking; strong typing speed. • Soft skills: Highly organized, detail-obsessed, and calm under pressure; proactive communicator; adaptable to changing priorities; customer-centric; resourceful problem solver; collaborative team player. You should apply if... • You thrive in a fast-paced service environment and enjoy orchestrating schedules, people, and priorities. • You take ownership of communication—keeping stakeholders informed without being asked and closing loops reliably. • You value accuracy as much as speed and can switch contexts quickly while maintaining professionalism. • You are dependable, coachable, and motivated by supporting life-safety services that protect people and property. What to expect...Work Setup: • Remote position • Must have a reliable internet connection and a quiet workspace • Required to provide own computer with Intel Core i5 or something similar or higher operating system Working Hours: • 40 hours per week • Monday - Friday, 2:00 PM–10:00 PM Pacific Time Compensation: • $6 per hour • No benefits package included Benefits