Workflow Dispatch Coordinator

We’re looking for a Workflow Dispatch Coordinator who understands the fast-moving world of fleet maintenance and can keep technicians, work orders, customers, and parts workflows running smoothly. This role requires someone who has hands-on experience working in fleet maintenance or fleet management and knows the real operational challenges behind keeping commercial vehicles on the road.

You will manage scheduling, technician dispatching, work order movement, parts coordination, and customer communication. If you’ve worked inside a fleet shop, mobile fleet service, or high-volume automotive environment and know how to bring order to constant moving pieces, this role is for you.

Why You’ll Want to Join

• Paid in USD twice monthly (15th and 30th)
• Up to 14 days Paid Time Off annually (starting Day 1)
• Observance of Holidays based on your location
• 100% remote setup with flexibility to work where you perform best
• Work directly with an operations team supporting fleet technicians across multiple states
• Build systems and structure in a rapidly scaling mobile fleet maintenance company

What You’ll Work On

Technician Dispatching and Scheduling

• Assign work orders to technicians based on skill set, location, urgency, and availability
• Ensure technicians are routed and scheduled efficiently to minimize downtime
• Track technician progress throughout the day and adjust assignments as needed
• Monitor high-priority jobs and provide real-time updates to leadership and customers

Work Order and Workflow Management

• Move work orders through their lifecycle from scheduling to completion
• Verify documentation, technician notes, photos, and parts usage
• Ensure all required details are captured to support billing and internal records
• Flag missing information and follow up with technicians to close loops

Customer Coordination

• Communicate job status updates, scheduling adjustments, or technician ETAs
• Work with fleet managers to plan service windows and recurring maintenance
• Provide clear, timely communication around delays, parts issues, or emergencies

Parts and Vendor Coordination

• Collaborate with the Parts Manager on availability, delivery timing, or substitutions
• Monitor whether parts required for upcoming work orders are staged or in transit
• Coordinate with vendors when necessary to ensure technicians have what they need

Operational Tracking and Problem Solving

• Monitor daily workflow dashboards and flag bottlenecks
• Document operational issues and escalate when necessary
• Support the operations team with ad hoc projects that improve efficiency, clarity, and technician productivity

What You Bring

• Must have: Previous experience in fleet maintenance or fleet management
• Ideally 2 to 4 years of experience in automotive service coordination, dispatching, repair shop operations, or similar
• Automotive background required — you should understand vehicle maintenance terms, workflows, and job types
• Comfortable managing multiple moving parts in a fast-paced environment
• Strong communication skills with the ability to speak clearly to technicians, customers, and internal teams
• Highly organized with excellent follow-through
• Tech-comfortable and able to use scheduling software, workflow systems, or fleet management tools

Nice to Have

• Familiarity with tools like HubSpot, ShopMonkey, Tekmetric, AutoLeap
• Background supporting multi-state or multi-location service teams
• Familiarity with parts workflows or maintenance planning
• Ability to troubleshoot minor technical issues or documentation gaps

How to Apply

Please include:

1. Your updated resume
2. A short 1–2 minute Loom video explaining your fleet maintenance or dispatch experience and how you manage complex workflows

Only candidates who submit a Loom video will be considered.

If you understand the realities of fleet service, enjoy coordinating moving pieces, and can keep technicians and customers aligned throughout the day, this role gives you the chance to support a growing operations team at the center of vehicle uptime 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.