Bilingual Dispatcher / Administrative Assistant - Palmetto/ Bradenton

Job Descripion
• *This is NOT a remote position**

What you will do?
• Assign day to day activities to the crews technicians /schedule maintenance landscape install and recurring maintenance service orders, irrigation install and maintenance service orders, and quoted work.

• Communicate with customers via phone and email
• Identify improvement opportunities.
• Provide operations and account management support to the branch.
• Track WHIP, backlog PM's, and quoted work
• Perform audits on timesheets, purchase orders, and open activities
• Deliverables, KPI's, and approved budgets.
• Periodically analyze cost data and recommend corrective actions to reduce costs.
• Become SME for all service tools and assist with new hire training
• Take meeting notes, email to attendees, and add to One-Note file

How you will do it ?
• Schedule 1 week in advance.
• Prepares facility budgets for selected line items under the direction and approval of the Customer Business Manager.
• Track and manage receipts for account and project managers.
• Provides support for employee training programs to include technical, safety and quality management.
• Generates safety reports and maintains safety records.
• Provide support to Account and Project Managers to maintains crew records of work hours, materials used, and additional work performed from other departments and or vendors.
• Prepare printed materials for Project and Account Managers as needed.
• Maintains project operations procedure documents and manuals.
• Works on special projects as assigned by the Branch Manager and Branch Office Manager
• For both phone and web-based requests, communicates with the requester to determine scope of work and priority of the work to be performed.
• Assists the site staff in obtaining materials, tools, and equipment required to execute the requested work.
• Coordinate and schedule the use of outside service vendors to perform required work and ensure that they have proper access and authorization as per customer policies and procedures.
• Utilize Computerized Maintenance Management System (CMMS) data to develop and prepare reports, graphs to track performance to goals, manage work order backlog, and track equipment history and repair costs. Use other software as needed to format reports for presentation.
• Works with CMMS provider to update equipment inventory, job plan /tasking and implement PM scheduling changes as directed by the Customer Business Manager.
• Responsible for creating issuing and tracking subcontracts and purchase orders.
• Effectively manage all subcontracts by obtaining statements of work and including the scope of work into the standard subcontract in compliance with Subcontracting policies and guidelines. Follow subcontract policies to track all subcontracts.
• Assist with new hire on-boarding process.
• Train employees / foreman web-based programs for work orders, time tracking, and processes.
• Respond to and produce customer driven reports with limited support.
• Order office supplies to support business needs.
• Comply with all company policies and procedures and adhere to company standards.
• Must be a team player committed to working in a quality environment.
• Performs other job-related duties as requested.

What we look for

Required:
• High School Diploma or equivalent education.
• Three (3) years' experience as Dispatcher, Service Coordinator Administrative Assistant, or equivalent combination of education and experience.
• Proficient with MS Office products (Word, Excel, PowerPoint, Project, Teams, etc.).
• Basic understanding of financial accounting.
• Must possess excellent administrative and good typing skills.
• Strong written and verbal communication skills required along with the ability to work in a fast-paced environment.
• Ability to meet deadlines and build strong customer relationships
• Positive demeanor and critical thinker

*Must be bilingual able to speak, read and write in both English and Spanish.
Preferred:
• Familiarity with landscape/ irrigation industry, service operations, and customer service
• Background with landscape maintenance and irrigation systems is a plus, but not required.
• Working knowledge of Quickbooks Desktop is required.
• NetSuite knowledge is a plus, but not required.

Steadfast is an equal employment opportunity and affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, genetic information, status as a qualified individual with a disability, or any other characteristic protected by law. For more information, please view EEO is the Law. If you are an individual with a disability and you require an accommodation during the application process, please visit www.johnsoncontrols.com/careers