SERVICE ADMINISTRATOR / DISPATCHER – Bowling Green, KY

Job Summary

SERVICE ADMINISTRATOR / DISPATCHER – $20- $22 per hour

We’re seeking a highly organized and detail-oriented Service Administrator / Dispatcher to join our service team.

In this key role, you’ll be responsible for dispatching forklift mechanics and service technicians to customer sites, coordinating service schedules, and supporting the administrative functions of the service department, including invoicing and workorder management.

This position plays a critical role in ensuring efficient service delivery, high customer satisfaction, and smooth operations for our material handling equipment customers.

Key Responsibilities

• Dispatching & Scheduling:
  • Receive and prioritize incoming service calls, repair requests, and emergency breakdowns from customers.
    
  • Dispatch forklift mechanics and service technicians to customer locations efficiently based on urgency, technician skillset, location, and availability.
    
  • Create and maintain daily/weekly service schedules and routes for the field service team.
    
  • Monitor technician progress, update customers on ETA, and handle rescheduling when necessary.
    
• Administrative & Customer Support:
  • Accurately document service requests, work orders, and customer interactions in the company’s service management system.
    
  • Provide excellent customer service by responding promptly to inquiries, providing status updates, and ensuring a positive experience.
    
  • Coordinate with parts department to ensure required parts are available for scheduled jobs.
    
• Invoicing & Billing Support:
  • Prepare and process service invoices, including labor, parts, travel time, and miscellaneous charges.
    
  • Review work orders for accuracy, completeness, and proper documentation before invoicing.
    
  • Reconcile service tickets with billing records and follow up on any discrepancies.
    
• Reporting & Communication:
  • Generate daily/weekly service reports for management (open calls, completed jobs, backlog, technician utilization, etc.).
    
  • Maintain accurate records of service history, customer equipment, and technician performance metrics.
    
  • Communicate effectively with technicians, service managers, sales team, and customers.
    
• Additional Duties:
  • Assist with rental equipment coordination and tracking when needed.
    
  • Support the service team with general administrative tasks as assigned.

Qualifications

• Skills & Abilities:
  • Strong organizational and multitasking skills with the ability to prioritize in a fast-paced environment.
    
  • Excellent verbal and written communication skills.
    
  • Proficient in Microsoft Office Suite (especially Outlook, Excel, and Word).
    
  • Experience with service management software, ERP systems, or dispatching tools is highly preferred.
    
  • Ability to read and understand basic service reports and work orders.

LOCATION

Bowling Green, KY 42101: Reliably commute or planning to relocate before starting work. (Required)

BENEFITS:

Black Equipment was founded in 1956 and has grown to 11 locations, covering parts of 7 states. Our investment in people, equipment, training and technology have helped define our role as an industry leader in the markets we serve. Black Equipment is a service focused company accountable to our customers, employees, vendors and the communities we serve.

Black Equipment Offers Competitive Salary and Benefits Including:

· Health & Dental Insurance

· Vision Insurance

· 401k Retirement Plan with Employer Match

· Company Paid for Life Insurance and Disability Programs

· Optional Voluntary Life Insurance Program

· PTO Time

· Paid Holidays

Job Type: Full-time

Schedule: 8-hour shift

Work Location: In person