Job Description

Position Summary

The Dispatcher / Administrative Assistant is the coordination hub between Voeller Mixers' field service technicians, customers, and internal departments. This role schedules and dispatches technician work, tracks job status in real time, and provides general administrative support to the Operations team. The ideal candidate is highly organized, communicates clearly under pressure, and can juggle shifting priorities in a fast-paced manufacturing environment. This is an onsite position located in Port Washington, WI.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Schedule and dispatch field service technicians based on job priority, technician availability, location, and skill set.
• Serve as the primary point of contact for technicians in the field, relaying job details, customer information, and schedule changes.
• Communicate proactively with customers regarding appointment windows, delays, and job completion.
• Monitor open work orders and job boards, updating status and flagging jobs at risk of missing deadlines.
• Maintain accurate dispatch logs, service records, and technician time/mileage documentation.
• Coordinate with Service Director to balance workload and resolve scheduling conflicts.
• Answer and route incoming phone calls; and manage front-office administrative needs.
• Process incoming and outgoing mail, shipping documentation, and general correspondence.
• Track and approve field service technicians weekly hours and vacation.
• Order and track office and field supplies; maintain vendor contact lists.
• Assist with special projects and other duties as assigned.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• High school diploma or equivalent required; associate degree preferred.
• 1–3 years of experience in dispatch, scheduling, customer service, or administrative support, ideally in a manufacturing, field service, or trades environment.
• Strong verbal and written communication skills; comfortable managing multiple phone lines and competing requests.
• Proficiency with Microsoft Office (Outlook, Excel, Word) and comfort learning scheduling/ERP software.
• Excellent organizational skills with the ability to prioritize and multitask in a fast-changing environment.
• Strong problem-solving skills and a calm, professional demeanor when handling schedule conflicts or customer concerns.
• Prior experience with dispatch or field-service software (e.g., ProServe, ServiceTitan, FieldEdge, or similar) a plus.

Physical Demands and Work Environment

• Primarily an office environment with regular use of computer, phone, and standard office equipment.
• Prolonged periods of sitting and computer/phone use throughout the shift.
• Occasional exposure to the manufacturing floor

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers; handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will”.

Company Profile

Voeller Mixers is a leading engineering, design, and manufacturing company specializing in automated concrete mixing and batching equipment for the precast concrete industry. Voeller Mixers offers 100% company paid medical insurance, 401K match and more.

You should be proficient in:

• Customer Service
• Administrative
• maintain records
• Microsoft
• scheduling
• payroll