Dispatch and Administrative Coordinator

Full Time Dispatch and Administrative Coordinator – Ultimate Plumbing

Why Ultimate

Ultimate isn’t built around shortcuts, disorganization, or simply getting through the day. We’re building a company known for doing things the right way—professionally, accurately, and consistently.

That means:

• High standards for customer service and communication
• Clear expectations and accountability at every level
• Organized systems that support our customers and field teams
• A fast-paced work environment where priorities can change quickly
• Room to grow for people who consistently show up, take ownership, and contribute to the team

If you are dependable, detail-oriented, organized, and comfortable working in an environment where situations can change rapidly throughout the day, Ultimate may be a good fit.

We are looking for a full-time office professional to support our growing plumbing and septic company. This role assists with scheduling, customer communication, data entry, permitting, paperwork, and the day-to-day administrative needs of the business.

This is a fast-paced service environment. Schedules change, emergency calls come in, technicians need support, and priorities may shift with little notice. The right person must be able to adapt quickly, reprioritize when necessary, solve problems, and remain professional and organized under pressure.

We are currently seeking a Full-Time Office Administrator.

Duties

• Answer and return customer phone calls in a professional and helpful manner
• Assist with scheduling and coordinating service appointments
• Respond quickly and appropriately to changes in schedules, job priorities, and customer needs
• Enter and update customer, job, and scheduling information accurately
• Support technicians and management with job details, documentation, and follow-up needs
• Assist with permits, invoices, records, filing, and other administrative paperwork
• Communicate scheduling updates, delays, and expectations clearly to customers and team members
• Help keep office systems, documents, and daily tasks organized
• Prioritize multiple responsibilities and adjust quickly as business needs change throughout the day
• Follow established procedures while using sound judgment when unexpected situations arise
• Escalate issues when management involvement is needed
• Maintain confidentiality regarding customers, employees, payroll, and company information
• Represent Ultimate through professionalism, accuracy, urgency, and dependable follow-through

Qualifications

• Previous office administration, scheduling, dispatching, or customer service experience preferred
• Strong verbal and written communication skills
• Comfortable speaking with customers by phone and handling concerns professionally
• Strong attention to detail and ability to enter information accurately
• Ability to organize, prioritize, and manage multiple tasks at the same time
• Ability to work effectively in a fast-paced environment with frequent changes in priorities
• Ability to adapt quickly to changing situations, schedules, customer needs, and operational demands
• Ability to remain calm, organized, and productive when unexpected issues arise
• Comfortable making decisions and solving routine problems without needing constant direction
• Comfortable learning scheduling software, CRM systems, spreadsheets, and other office tools
• Dependable attendance and consistent availability during scheduled work hours
• Ability to accept feedback, follow established procedures, and make corrections when needed
• Sound judgment and a strong sense of urgency
• Professional, team-oriented attitude with appropriate workplace boundaries

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Paid time off

Work Location: In person