The posting
The Maintenance Dispatcher receives and processes maintenance work orders by telephone and computer, ensuring requests meet required criteria and are accurately entered into the work order system. This role strategically creates schedules and coordinates service technicians to job sites, maintaining efficient communication and workflow throughout the day.
The Maintenance Dispatcher also keeps detailed records, maintains logs for maintenance calls, vehicles, and equipment, and ensures timely completion of service requests across the company’s locations.
- Health Insurance/HMO
- Enjoy unlimited MadMax Coffee
- Diverse learning & growth opportunities
- Accessible Cloud HR platform (Sprout)
- Above standard leaves
Dispatching and Scheduling
- Fast-paced environment involving maintenance work orders for approximately 100 gas stations and convenience stores owned by the company
- Maintain responsibility for dispatching service technicians in a manner that maximizes efficiency and productivity
- Strategically schedule and assign service technicians to station maintenance calls
- Forecast workload for two to three days in advance to ensure coverage and preparedness
- Maintain the dispatch board and schedule for real-time visibility into open and completed work orders
Work Order Management
- Receive work orders by phone or computer and assess maintenance needs
- Create dispatch tickets and issue purchase orders as required
- Follow up on all open calls to ensure timely completion and documentation
- Compare service timecards and work orders to ensure accuracy against the service schedule
- Perform office clerical duties including filing, organizing, and maintaining all service orders
Customer and Vendor Communication
- Answer inbound calls from Station Managers and assess their maintenance needs
- Respond to overnight messages and prioritize urgent repairs
- Coordinate with vendors for parts, supplies, and equipment as necessary
- Facilitate the return of warranty parts and ensure proper documentation
Administrative Support and Compliance
- Receive and process invoices for approval and payment
- Complete required permits and ensure regulatory compliance
- Maintain accurate records for technician vehicles, equipment, and maintenance logs
- Work collaboratively with the maintenance team to minimize unproductive labor or lost time due to maintenance issues
Team Collaboration and Continuous Improvement
- Work as a team player and contribute to shared goals
- Communicate effectively with maintenance personnel, management, and vendors
- Perform other duties as assigned to support departmental and company objectives
- Strong critical thinking and problem-solving abilities
- Excellent organizational and multitasking skills with the ability to handle frequent interruptions
- Ability to diffuse and manage stressful or volatile situations professionally
- Effective communication and interpersonal skills across all levels of the organization
- Commitment to safety in the workplace; ability to follow safety protocols and report unsafe conditions
Additional relevant knowledge or experience related to the above requirements will be considered an advantage.
