Automotive Operations & Dispatch CoordinatorMarketect • Philippines
Automotive Operations & Dispatch Coordinator
Marketect • Philippines
30+ days ago
Job descriptionMaintain the daily technician schedule, making updates as needed Monitor tech productivity; flag idle time, reschedules, or delays Track time logs and coordinate with bookkeeper for payroll Respond to incoming calls, texts, WhatsApp messages, and system inquiries in a timely, professional manner Follow up with clients as needed to resolve open issues or gather job-related info Escalate concerns appropriately and promptly Submit a detailed Daily Recap covering completed work, pending tasks, blockers, and KPIs Keep Trello and other tools up-to-date with accurate job and task statuses Track inventory needs and coordinate ordering of parts, oil, and supplies Monitor A / R and follow up on past-due fleet invoices Publish our monthly newsletter in MailChimp with content from marketing team Coordinate publishing of content to Instagram / Facebook / Google My Business Other light admin support as needed for the marketing team All work orders, estimates, approvals, and tech routes are handled with zero dropped balls You identify blockers or problems before they become fires Communication is clear, timely, and professional — with both customers and internal team The business runs like a machine — nothing gets missed or delayed You take full ownership of your responsibilities and require very little follow-up A natural systems thinker who thrives on clarity, organization, and ownership Extremely proactive — you don’t wait to be told what to do Excellent at written and verbal English communication Comfortable in the automotive world and eager to learn the details Sharp and reliable — you retain info, spot gaps, and follow through 3+ years of experience in a remote automotive : coordinator, dispatcher, operations role Demonstrated responsibility for keeping things moving without handholding Excellent written and spoken English Experience with dispatch, route planning, or technician scheduling Familiar with tools like Slack, Google Docs, Trello (or similar), CRM / invoicing platforms Experience working with U.S.-based field service, auto, or fleet companies Bonus : Familiarity with AutoIntegrate, Housecall Pro, Element, or LeasePlan platforms Slack WhatsApp Trello (or similar) Google Workspace CRM / invoicing tools (Housecall Pro, AutoIntegrate) Monday.com (plus) Computer - at least i5 or equivalent with 8gb RAM Internet Speed - At least 50 MBPS Download speed Dual monitor setup is required to ensure efficiency in managing multiple applications simultaneously. Internet Generator Paid time off 13th month pay HMO
Key Responsibilities
1. Fleet & Retail Ops Coordination
- Take retail calls
- Own the estimate-to-approval-to-route workflow :
- Create and submit estimates
- Follow up for approval
- Ensure parts are sourced
- Finalize tech routes for the following day
- Track all jobs in progress and flag issues proactively
- Ensure routes are realistic and efficient; confirm techs are prepped and ready
- Communicate clearly with customers and fleet managers about job timing, status, and follow-ups
- Submit and close out fleet approvals in Element, LeasePlan, and AutoIntegrate
- Ensure invoices match approvals; follow up on outstanding invoices and missing payments
2. Scheduling & Productivity Tracking
3. Customer Communication
4. Admin & Reporting
5. Marketing & Content Support
What Success Looks Like
Who You Are
Experience & Skills Required
Required Software Experience
TECH REQUIREMENTS :
We are offering bonuses for full-time members :
Schedule : Full-time, US hours Monday to Friday (9 : 30 AM – 6 : 30 PM EST) / Tuesday to Saturday 10 : 30PM to 7 : 30 AM PHT
Pay : ₱50K-75K monthly; we pay 13th month
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Automotive Operations Dispatch Coordinator • Philippines
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