ABOUT THE ROLE: Hines Facilities Services provides maintenance and repair services clients in Alberta. We're looking for a sharp, organized Dispatch & Field Coordinator to work alongside our AI receptionist to keep jobs moving from work order to completion. You'll be the human judgment layer handling exceptions, communicating with field staff, and making sure nothing falls through the cracks.
KEY RESPONSIBILITIES:
- Monitor the work order inbox and HinesTime job board daily
- Review jobs created in HinesTime for completeness (address, WO#, PO#, priority, description)
- Follow up with Field technician on job status, delays, and completions
- Communicate with Clients Company contacts when needed
- Escalate urgent or emergency work orders immediately
- Support Admin with billing prep, flagging completed jobs ready to invoice
- Handle "Edge Cases": cancelled WOs, disputed jobs, missing information
- Coordinate with trades when additional workers are needed on a job
- Keep job statuses current in HinesTime
WHAT YOU BRING:
- 1–2 years in dispatching, property management, facilities, or similar
- Clear written and verbal communication
- Comfortable working with job management software (HinesTime training provided)
- Able to prioritize in a fast-moving environment
- Familiarity with Calgary neighbourhoods is a bonus (helps with routing and context)
WHAT YOU'LL WORK WITH:
- HinesTime (job management)
- Gmail (work order intake)
- SMS/phone (field communication)
- Dolores (AI receptionist & dispatch support)
KEY QUALITIES TO LOOK FOR:
- Detail-oriented: catches missing info, address mismatches, updated WOs
- Proactive communicator: follows up with Adam, Lara, and CHC without being asked
- Calm under pressure: emergencies come in without warning
- Tech-comfortable: navigates HinesTime, email, and basic tools confidently
- Accountable: owns mistakes and fixes them; real tenants depend on it
If you are proactive, organized, and enjoy coordinating people and technology to ensure smooth operations, we encourage you to apply.
Pay: $17.50 per hour
Benefits:
Work Location: In person
