Installation Coordinator

Ritchie's Flooring WarehouseDartmouth, NS, Canada

3 days ago

Job type

Full-time

Job description

Ritchie’s Flooring is seeking a detail-oriented and proactive Installation Coordinator / Dispatcher to join our team. This position plays a vital role in ensuring seamless coordination between our sales team, installers, clients, and warehouse staff to guarantee timely and efficient flooring installations. The ideal candidate will be responsible for scheduling, managing workflows, and maintaining positive relationships with subcontracted installers and staff installers, while overseeing data management and operational efficiency.

Key Responsibilities :

Scheduling & Coordination :

Process, print, and organize incoming orders from sales, maintaining a comprehensive paper trail for each project and collecting any missing information.
Coordinate installation dates with installers, sales teams, and clients, ensuring smooth project execution.
Revise and adjust installation schedules as required.
Assign installations to installers based on Project Managers requests and manage installer resources, ensuring availability for specialty or high-profile installations
Collaborate with warehouse staff regarding product availability, transfers, and deliveries to ensure timely installations.
Provide weekly analysis to the sales team regarding lead times and workload to ensure efficient scheduling.

Relationship Management :

Follow up with installers to gather client feedback, address return trips, and resolve scheduling issues.

Document client feedback and communicate it to the relevant parties for follow-up.

Keep track of client histories, preferences, and past experiences to ensure smooth future interactions.

Prioritize incoming requests and communications from clients.

Data Entry & Technology Management :

Input and compile data related to assigned installs, keeping work orders up to date with changes in dates and details.

Use software tools to streamline dispatch operations and improve efficiency.

Provide guidance to installers on the use of software tools and electronic devices for their tasks.

General Operations – Installations :

Assist the invoicing department in reconciling discrepancies with installer invoices.

Act as a central communication hub between sales, installers, project managers, and the warehouse to ensure all parties are aligned.

Support the installation manager with onboarding new installers, distributing and collecting necessary paperwork.

Resolve back-end issues related to job costing.

Monitor daily operations and escalate potential issues to management in a timely manner.

Contribute to the development and improvement of processes and procedures related to installation operations.

Qualifications :

Experience in a dispatch or coordination role.

Strong organizational skills and attention to detail with the ability to handle multiple tasks simultaneously.

Excellent communication and relationship management skills.

Ability to manage time effectively and prioritize tasks to meet deadlines.

Proficient in data entry, with experience using software tools to manage workflows and installations.

Strong knowledge of scheduling and resource management best practices.

Ability to adapt and learn new technologies quickly.