MSP Dispatch and Admin Assistant

A California-based Managed Service Provider (MSP) specializing in delivering top-notch IT solutions and support to businesses of all sizes. We pride ourselves on our commitment to delivering exceptional service, innovative solutions, and a seamless technology experience for our clients. As we continue to expand our operations, we are seeking a skilled and motivated Dispatch and Administrative Assistant to join our team.

Responsibilities: As a Dispatch and Administrative Assistant, you will play a pivotal role in ensuring the smooth and efficient operation of our managed services. Your role will primarily involve supporting our current dispatcher during peak times and providing coverage while they are at lunch; the remainder of the time will be spend ordering and invoicing. Your responsibilities will include, but are not limited to:

– Dispatch Support: Assist our primary dispatcher during high-demand periods by receiving and logging service requests, coordinating technician assignments, and ensuring timely dispatch.
– Invoicing: Prepare and process client invoices accurately and in a timely manner, ensuring adherence to contract terms and service agreements.
– Ordering and Procurement: Manage the procurement process for hardware, software, and services required to support client needs. Collaborate with techs and vendors to ensure timely delivery and optimal pricing.
– Billing and Financial Tracking: Monitor and track expenses, costs, and budget allocations related to managed services. Prepare financial reports and analysis as required.
– Client Communication: Serve as a point of contact for clients regarding billing inquiries, procurement updates, and other service-related matters. Provide clear and timely communication to address client needs and concerns.
– Documentation: Maintain accurate and up-to-date records of invoices, orders, contracts, and vendor communications. Keep detailed documentation of all financial transactions and activities.
– Process Improvement: Identify opportunities to enhance the efficiency and effectiveness of invoicing, ordering, and procurement processes. Implement improvements to streamline operations and reduce costs.

Qualifications:

– Experience: Minimum of 3 of experience in a similar role within the IT industry, preferably in a Managed Service Provider (MSP) environment.
– Education: Bachelor’s degree in Business Administration, Finance, IT, or a related field is preferred.
– Strong Financial Acumen: Proficiency in financial management, budgeting, and cost analysis.
– Attention to Detail: Meticulous attention to detail and accuracy when preparing invoices, tracking expenses, and managing financial records.
– Organizational Skills: Excellent organizational and multitasking abilities to handle multiple clients, vendors, and tasks simultaneously.
– Communication Skills: Strong written and verbal communication skills to interact effectively with clients, vendors, and internal teams.
– Technical Proficiency: Familiarity with IT hardware, software, and services procurement is a plus.
– Problem-Solving: Proven ability to identify issues, analyze problems, and propose effective solutions.
– Software Proficiency: Proficiency in MS Office suite (Excel, Word, Outlook, Teams, PowerPoint) and financial management software.

Schedule:
– Monday-Friday 7:00AM Pacific to 5:00PM Pacific
– 1 hour lunch

Why Join Us:

-Opportunity to work with a dynamic and innovative team in the fast-paced MSP industry.
-Exposure to a wide range of cutting-edge technologies and solutions.
-Competitive compensation package and benefits.
-Professional development and growth opportunities.
-Collaborative and inclusive work environment.

If you are a proactive, detail-oriented individual with a passion for financial management and a strong desire to contribute to the success of a leading MSP, we invite you to apply for the Dispatch and Administrative Assistant position. Please submit your resume and a cover letter detailing your relevant experience and why you are a great fit for this role.