Automotive Operations & Dispatch Coordinator

The Role:

Key Responsibilities

1. Fleet & Retail Ops Coordination

• 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

• Maintain 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

3. Customer Communication

• Respond to incoming 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

4. Admin & Reporting

• 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

5. Marketing & Content Support 

• 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

What Success Looks Like

• 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

Who You Are

• 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

Ideal Profile:

Experience & Skills Required

• 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

Required Software Experience

• Slack
• WhatsApp
• Trello (or similar)
• Google Workspace
• CRM / invoicing tools (Housecall Pro, AutoIntegrate)
• Monday.com (plus)

TECH REQUIREMENTS:

• 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.

Location: Remote (Philippines)

Schedule: Full-time, US hours Monday to Friday (9:30 AM – 6:30 PM CST) Tuesday to Saturday 10:30PM to 7:30 AM PHT

Pay:  ₱50K-75K monthly; we pay 13th month

We are offering bonuses for full-time members:

• Internet
• Generator
• Paid time off
• 13th month pay

What's on Offer?

• Work within a company with a solid track record of success
• Work alongside & learn from best in class talent