Office Administrator / Dispatcher

About The Perfect Service

The Perfect Service is a Portland plumbing and drain cleaning company. Our technicians clear main line backups, replace water heaters, repair sewer lines, and handle emergency leaks for homeowners and businesses across the metro. The office runs the schedule, the paperwork, and the projects, and this role is at the center of all three.

Why This Role Is Different

Most dispatch jobs are about the board and nothing else. This one covers the whole job: the call, the schedule, the dispatch, the estimate, the purchase order, the invoice, and the larger projects that run for weeks.

We're building out ServiceTitan right now, so you'll help shape how our office works instead of just following a system someone else designed. We also use an AI phone agent and AI tools for office work, and we want someone who sees that as a help, not a threat.

What You'll Do

Phones and scheduling

• Answer customer calls, decide whether each one is routine, urgent, or an emergency, and book it
• Contact customers before and after appointments to confirm arrival windows and follow up on the work
• Pick up calls handed off by our AI phone agent and review AI call summaries for accuracy
• Schedule Plumbing Protection Plan maintenance visits for our members

Dispatch

• Own the ServiceTitan dispatch board: assign the right technician to each job based on skills, location, urgency, and job value
• Rework the schedule as emergencies, cancellations, and long-running jobs come up
• Give technicians complete job information before they arrive, and keep customers updated on timing

Estimates, purchase orders, and invoicing

• Help build estimates, check them for accuracy before they go out, and follow up on open ones until the customer decides
• Create purchase orders, coordinate with suppliers, and match supplier invoices against POs and job records
• Help build invoices for completed jobs, check them against the work performed before they go out, and follow up on unpaid balances

Project coordination

• Coordinate larger jobs such as sewer replacements, repipes, and water heater installs: scheduling, permits, materials, and customer communication from estimate to final payment
• Track callbacks and job outcomes, and flag problems to management early

What Success Looks Like After 90 Days

• Customers who call get booked, and our booked-call rate goes up instead of down
• The dispatch board is accurate all day, and technicians never show up missing information
• Estimates have follow-up, POs match invoices, and finished jobs are invoiced the same day
• ServiceTitan records are clean enough that anyone in the office can pick up any job

Must Haves

• At least 2 years in a dispatch, CSR, or office coordinator role at a plumbing company
• Daily, hands-on ServiceTitan experience: dispatch board, booking, and at least one of estimates, purchase orders, or invoicing
• Comfortable working alongside AI tools, including an AI phone agent, and able to spot and fix their errors
• Able to work in person at our SE Portland office
• Working knowledge of Portland metro geography for realistic routing
• Calm, clear phone manner with customers dealing with flooded basements and backed-up sewer lines

Nice to Have

• Permit coordination for plumbing work in Portland or Multnomah County
• Supplier account experience (Ferguson, Consolidated Supply, Hughes, or similar)
• Collections or accounts receivable experience
• Experience selling or managing maintenance memberships
• Bilingual in English and Spanish

Schedule

Monday to Friday, 8:00 AM to 5:00 PM, with a one-hour unpaid lunch away from the phones and two paid 10-minute breaks.

Pay

• $24 to $30 per hour based on experience
• Oregon paid sick leave

Where This Can Go

This role covers dispatch, back office, and project coordination. For the right person, it grows into office management or operations management as The Perfect Service grows.

How to Apply

Submit your resume and answer three questions:

• Which plumbing companies have you worked for, and what was your role?
• How long have you used ServiceTitan, and which parts did you use every day?
• Describe one AI tool you've used at work and one mistake you caught it making.

Pay: $24.00 - $30.00 per hour

Expected hours: 40.0 – 50.0 per week

Work Location: In person