Dispatch Operations Manager
Company: Hoffman Mechanical Solutions, Inc
Posted on: March 21, 2023
Position Title: Field Admin Services Manager
Reports to: Director of Administrative Operations
FLSA Status: Exempt - not eligible for overtime
We are 100% employee-owned through an Employee Stock Ownership Plan (ESOP). This is a retirement benefit for our employees that is wholly paid for by the company in addition to 401(k) options for employee contributions. There are approximately 7,000 ESOPs in the United States, governed by the IRS and the U.S. Department of Labor. Research indicates that ESOP companies tend to grow faster in sales and employment. ESOP employees tend to have 2.2 times as much in retirement savings as employees in traditional companies.
The primary purpose of the Dispatch Operations Manager is to provide training and technical support to other administrative personnel. Support various managers, Sales Representatives, etc. by providing the critical information necessary to support field personnel and customers efficiently and effectively. This role will take a strong leader with excellent project management skills that will direct and manage the continued development and execution of Hoffman Mechanical Solutions administrative processes and staff as required to support our HVAC service operations. They will oversee company - wide daily administrative processes and serve as backup in the event any area falls behind or needs extra support. Providing continuous evaluation of business conditions and develop and/or update processes and procedures as needed to support internal/external customer needs. Hoffman Mechanical Solutions, Inc. is a company focused on being #1 in the HVAC industry in providing the most innovative HVAC solutions through superior design and customer service. Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.
Essential Job Functions and Responsibilities:
--- Monitors administrative work activities to ensure all critical tasks are completed in a timely and accurate manner --- Learns and Understands multiple roles in order to support our HVAC service business and be able to properly execute each role on a standby/fill in basis. These roles include: 1. Service Coordinator - primary duty is dispatching of technicians. 2. Service Administrator - primary duties are cost reconciliation and invoicing. 3. Service Agreement Administrator - primary duties are preparing service agreement proposals, entering sold agreements into the software system, scheduling inspections, tracking work compliance, documentation, and providing financial reporting to management. 4. Project Administrator - primary duties include data entry/project setup into the software system, prepare and analyze reports as necessary to support Project Managers. Order materials, track project costs and adjust estimate as necessary to properly report revenue, margin, etc.
--- Manage and oversees the work of the administrative team--- Train and develop new and current associates--- Develops and manages a formal long-range technician factory training roadmap with assistance from operations managers for future career growth. This should include a pro-active approach with thoughtful consideration given to specific geographies, products, and technician skill sets. This may also include customers who may have specific equipment training needs--- Review current workflow/processes and determine if there are more efficient and effective methods that need to be put in place--- Maintains office supply inventory--- Maintain data storage system (currently dropbox) to include ensuring documents are being filed properly, archiving is being completed when needed and ensuring that work order folders are complete--- Create and Administer a formal Refrigerant Management Program ensuring EPA requirements are being met--- Administers corporate cell phone plan. Orders equipment, add/delete lines as needed, monitors usage to avoid overage penalties, etc.--- Assists with new customer setup, vendor qualification requirements, etc.--- Plans internal/external customer events. Makes various arrangements such as travel, catering, lodging, etc.--- Assists various Operations Managers in assembling and analyzing critical business data such as profitability, cost variance, unapplied time, etc.--- Assists Service Sales Representatives with assembling and analyzing historical service performed and how it translates into potential future business. i.e. Existing installed equipment base may be potential for new service agreements.--- Other duties may be assigned as needed as we aggressively grow our service business.
Education and Experience:
--- Associates or Bachelor's degree preferred.--- 5 - 10 years of experience in a high-level administrative position that includes managing others, preferably in the HVAC or other service-related field.--- Previous working, in-depth knowledge of an ERP system is a must, previous experience with Viewpoint preferred.--- Project Management experience required.--- Customer focused and capable of resolving customer concerns tactfully while maintaining relationships.--- Must present self in a professional manner and have the ability to interact with all levels of individuals within the company.--- Ideal candidate must be self-motivated with a proven track record in management.--- Ability to prioritize and work effectively on multiple tasks in a fast-paced environment--- Excellent interpersonal skills with the ability to communicate and work well independently or on a team.--- Ability to adapt to change in the work environment. Must also be able to manager competing demands and handle frequent changes.--- Strong verbal, written, analytical, and persuasive skills.--- Ability to travel, with occasional overnight stays, 10% to 15% of the time.--- Working knowledge of Microsoft Office Suite.
--- Standing: Frequently--- Walking: Frequently--- Sitting: Frequently--- Handling/Fingering: Frequently--- Bending: Frequently--- Pushing/Pulling 12 lbs. or less: Frequently--- Lifting/Carrying 10 lbs. or less: Frequently--- Lifting/Carrying 11-20 lbs.: Occasionally--- Reaching Outward: Occasionally--- Reaching Above Shoulder: Occasionally--- Squatting/Kneeling: Occasionally
This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions, Inc.
Position Title: Field Admin Services Manager
Keywords: Hoffman Mechanical Solutions, Inc, Columbia , Dispatch Operations Manager, Executive , Cayce, South Carolina
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