Workflow Dispatch Coordinator

Overview of the Workflow Dispatch Coordinator Role

We’re seeking a Workflow Dispatch Coordinator who deeply understands fleet maintenance operations. This crucial role ensures the seamless flow of technicians, work orders, billing inputs, and customer communication. Sitting at the core of daily execution, the position requires hands-on experience in fleet maintenance, fleet management, or automotive service operations.

This is not a general administrative position. Candidates must possess a solid grasp of service workflows, technician dispatching, and the critical impact of incomplete information on billing accuracy, customer trust, and vehicle uptime. A background as a service writer or service advisor is highly advantageous.

Initially, this role may require working a mid or overnight shift for training and alignment with current operations, with a planned transition to the primary shift upon full ramp-up.

Why You’ll Want to Join Hire Overseas

• Paid in USD twice monthly (15th and 30th)
• Up to 14 days of Paid Time Off annually (starting Day 1)
• Observance of Holidays based on your location
• 100% remote setup, offering flexibility to work from anywhere you’re most productive
• Direct collaboration with a growing operations team supporting fleet technicians across multiple states
• High-ownership role within a rapidly scaling mobile fleet maintenance business

What You’ll Work On

As a Workflow Dispatch Coordinator, your responsibilities will include:

Technician Dispatching and Scheduling

• Dispatch technicians efficiently based on skill set, location, urgency, and availability.
• Build and adjust daily schedules to minimize technician downtime and prevent missed service windows.
• Track technician progress throughout the day, rebalancing workloads as necessary.
• Support mid-shift and end-of-day planning to ensure comprehensive preparation for the next day's operations.

Work Order and Billing Workflow Management

• Manage work orders comprehensively from initial scheduling through to completion.
• Review technician notes, photos, labor entries, and parts usage for accuracy and completeness.
• Ensure all work orders are complete, accurate, and ready for the billing process.
• Follow up on any missing documentation or service details before escalation.

Customer and Fleet Manager Communication

• Provide timely job status updates, estimated times of arrival (ETAs), and scheduling adjustments.
• Coordinate service windows effectively with fleet managers and commercial clients.
• Clearly and professionally communicate any delays, parts constraints, or changes in scope.

Parts and Vendor Coordination

• Coordinate with parts suppliers and vendors to confirm availability and delivery timing.
• Ensure all required parts are staged or in transit prior to scheduled service appointments.
• Flag potential parts-related risks that could impact service completion or billing timelines.

Operational Oversight and Problem Solving

• Monitor daily workflows to identify and address bottlenecks or potential failure points.
• Escalate urgent issues promptly when service, safety, or customer commitments are at risk.
• Support ongoing process improvements related to dispatching, documentation, and billing accuracy.

What You Bring

Required Qualifications:

• Previous experience in fleet maintenance, fleet management, or automotive service operations.
• Strong preference for candidates with a service writer or service advisor background.
• 2 to 4+ years of experience in dispatching, service coordination, or repair shop operations.
• Solid understanding of vehicle maintenance workflows, terminology, and various job types.
• Comfort managing high-volume, fast-moving operational environments.
• Clear communication skills, essential for interacting with technicians, vendors, and customers.
• Highly organized with strong follow-through and meticulous attention to detail.
• Comfortable using dispatch, workflow, and fleet management software.

Nice to Have:

• Experience with HubSpot, ShopMonkey, Tekmetric, AutoLeap.
• Experience supporting multi-state or multi-location service teams.
• Familiarity with parts ordering, vendor coordination, or maintenance planning.
• Experience working non-standard shifts during training or operational transitions.

Key skills/competency

• Fleet Maintenance Operations
• Technician Dispatching
• Work Order Management
• Customer Communication
• Billing Accuracy
• Service Workflow
• Automotive Service
• Vendor Coordination
• Scheduling Software
• Operational Oversight