Workflow Dispatch Coordinator

We’re looking for a Workflow Dispatch Coordinator who understands the realities of fleet maintenance operations and can keep technicians, work orders, billing inputs, and customer communication moving without friction. This role sits at the center of daily execution and requires someone who has hands-on experience in fleet maintenance, fleet management, or automotive service operations.

This is not a general admin role. You should understand service workflows, technician dispatching, and how incomplete information affects billing, customer trust, and vehicle uptime. A background in service writing or service advising is strongly preferred.

This role may initially require working a mid or overnight shift to align with current operations and complete training, with a planned transition to the primary shift once fully ramped.

Why You’ll Want to Join

• 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 so you can work wherever you’re most productive
• Work directly with a growing operations team supporting fleet technicians across multiple states
• High-ownership role in a scaling mobile fleet maintenance business

What You’ll Work On

Technician Dispatching and Scheduling

• Dispatch technicians based on skill set, location, urgency, and availability
• Build and adjust daily schedules to minimize downtime and missed service windows
• Track technician progress throughout the day and rebalance workloads as needed
• Support mid-shift and end-of-day planning to ensure the next day is fully prepared

Work Order and Billing Workflow Management

• Manage work orders from scheduling through completion
• Review technician notes, photos, labor entries, and parts usage
• Ensure work orders are complete, accurate, and ready for billing
• Follow up on missing documentation or service details before escalation

Customer and Fleet Manager Communication

• Provide job status updates, ETAs, and scheduling adjustments
• Coordinate service windows with fleet managers and commercial clients
• Communicate delays, parts constraints, or scope changes clearly and professionally

Parts and Vendor Coordination

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

Operational Oversight and Problem Solving

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

What You Bring

• Required: 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 job types
• Comfortable managing high-volume, fast-moving operations
• Clear communicator with technicians, vendors, and customers
• Highly organized with strong follow-through and 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

How to Apply

Please include:

1. Your updated resume
2. A short 1–2 minute Loom video explaining your fleet maintenance or service coordination experience and how you manage dispatch and workflow under pressure

Only candidates who submit a Loom video will be considered.

If you’ve worked inside fleet or automotive service operations, understand how service writing, dispatching, and billing connect, and can keep moving parts aligned throughout the day, this role puts you at the center of operational execution and customer trust.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.