Dispatch / Service Coordinator Job Description:

The Dispatch / Service Coordinator position manages the safe and efficient utilization of Artech resources including field personnel, a fleet of vehicles and select equipment. This position is an integral part of the daily operations for a high touch, customer-oriented team in the fine arts industry and partners with all of Artech’s service lines to assure excellent customer service through impeccable communication, accuracy and expediency, and anticipating the needs of our crew and clients. An ideal candidate for the Dispatch position demonstrates an extensive knowledge of the principles of scheduling resources, art care, risk management and transport logistics. Responsibilities include the following areas:

Operations Schedule and Resource Utilization:
  • Manage group Schedule Planner in Microsoft Teams.
  • Maintain Vehicle Run Planner in our service software database and the daily dispatch whiteboard.
  • Print project waybills, manifests and labels for each scheduled run.
  • Manage inventory of field crew mobile devices.
  • Schedule jobs same day as booked.
  • Schedule must represent actual staffing; updates are required to reflect changes.
  • Assure the appropriate allocation of resources based on Scope of Work and location for each job.
  • Provide input on skill gaps and fleet requirements.
  • Maintain sensitivity to client needs and job skill requirements.
  • Comply with DOT Hours of Service Regulations to assure appropriate scheduling.
  • Optimize schedule to minimize travel and maximize billable time.
  • Resolve schedule conflicts and negotiate solutions for last minute changes due to scope change and/or personnel and vehicle availability.
  • Issue crew notifications via text.
  • Assess feasibility for job requests that fall outside of business hours and assist with staffing fulfillment.
  • Monitor staffing equity.
  • Drive continuous improvement of resource management and scheduling policies and procedures.

Customer Service and Office Management:
  • Provide excellent front-line, responsive service through oral, written and visual communication.
  • Negotiate schedule options with clients (excluding select exceptional clients).
  • Promptly respond to all internal and external stakeholders throughout designated shift to ensure seamless service delivery.
  • Assist clients and vendors by greeting, welcoming, directing, and announcing them appropriately (as needed).
  • Maintain a clean and inviting work space.
  • Perform other clerical duties as assigned.

Risk Management
  • Remain up to date on industry best practices and standards.
  • Evaluate schedule requests to identify and mitigate risk.
  • Uphold Artech security protocols regarding access to, information about, and movement of all artwork held in our care.
  • Maintain the confidentiality of our clients and the projects we work on.
  • Enforce building security by following sign-in, escort, and identity verification processes on all guests.
  • Adhere to all Artech safety policies.

Logistics Team Support
  • Lead daily meeting with Logistics Team.
  • Review schedule with Logistics Team and resolve issues.
  • Help to maintain logistics calendar.

Field Crew Support:
  • Interface with GPS system for real time fleet tracking and deployment.
  • Promptly assist crew with unexpected situations such as vehicle failure.
  • Help retain field notes regarding jobsites, street and parking restrictions.
  • Assist crew with procurement and return of rental equipment.
  • Field Supervisor Support
  • Schedule driver DOT physicals (as needed).
  • Schedule regular and emergency vehicle maintenance with service provider (as needed).
  • Manage repair costs; receive bids, obtain internal approval of costs and authorize repairs (as needed).

Required Skills and Abilities:
  • Proven work experience in similar roles.
  • Previous experience with scheduling in a service delivery or transport operation preferred.
  • Familiar with basic art terminology and art history.
  • Knowledge of museum storage, art handling and transportation best practices
  • Excellent customer service, attention to detail and accuracy in communication.
  • Strong collaboration and influencing skills.
  • Highly adept at building client relationships in a self-directed, fast-paced environment where priorities change quickly.
  • Ability to organize, multitask, prioritize, and work under pressure.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams and PowerPoint)
  • Aptitude for data management (knowledge of Anecom AIMS a plus)
  • Ability to obtain TSA CCSF training and an STA number.
  • Must pass full background screening
  • Travel between 0-15%.
  • Uncompromising discretion and professionalism.

This Position:
  • Reports to Operations Manager
  • Full time (40 hours per week)
  • Eligible for overtime and off-hours shifts.
  • Generally scheduled Monday through Friday, 8:30am – 5pm in Renton/Kent area.
  • Hours and work times will vary based on the agreed schedule and the needs of the business.
  • Must be able to respond to scheduling emergencies in off-hours.
  • This position is not eligible for regularly scheduled telecommuting.

If you are qualified and interested in this position, Please apply with a resume and cover letter to recruiting@artechfas.com