Primary Purpose and Function

The overall occupational objective of a Dispatcher is to provide support in coordinating workflow for Service Desk technicians and engineers who, in turn, provide service to our clients.

Essential Functions and Responsibilities

Ticket Management

• Answer high volume incoming calls and chat requests from our call center.
• Identify incoming service requests within ConnectWise Triage board and remove unwanted SPAM.
• Perform ticket triage by clarifying and updating fields within tickets to ensure technicians can quickly and accurately gauge the scope of the service requests.
• Schedule tickets to the most appropriate resources based on urgency, availability, and technician skill level.
• Adhere to internal security policies by seeking approval for access changes in service requests from client’s IT liaison in writing, where appropriate.
• Set client expectations regarding the availability of resources for tickets that come into the service board and tickets that require dispatching.
• Maintain an awareness of trends in client’s service requests and alert service managers or primary consultants to recurring issues, particularly when problems reported may be indicative of a larger issue.
• Assist with low level tickets such as password reset requests and group membership changes.
• Make outbound phone calls on positively rated tickets and request they convert to positive reviews on Google.

Administration

• Forecast workload for support staff, including weekend and after-hour work, to assist with scheduling and escalating work.
• Prepare resource schedules for helpdesk coverage, escalation engineers, on-call resources, departmental shadowing, and team meetings.
• Update client information (i.e. client engineer assignments, primary liaisons, etc.), as needed.
• Periodically review open requests and verify their status, proper client agreements are selected, and a resource is assigned.

Formal Education & Certification

High school diploma or equivalent.

Knowledge & Experience

• Minimum of 2 years in customer service, dispatching, project management, or equivalent combination of education and experience.
• Customer service experience in a call center, dispatch center, or telecommunications organization is a plus.
• Previous MSP dispatch and/or coordination experience is highly desired.
• Experience with ConnectWise or similar ticketing systems is highly desired.
• Ability to quickly and accurately determine incident scope and impact.
• Demonstrable competency in use of MS Office products:
  • Outlook – high level for e-mail and organizational tracking tasks
  • Excel / Word – intermediate skill
• Ability to multitask with an appropriate sense of urgency.
• Superior customer service and communication skills, both written and verbal.
• Efficient time management skills.
• Superior documentation and follow-up skills.
• Spanish bilingual skills are highly preferred.

Personal Attributes

• Positive attitude.
• Excellent verbal and written communication skills.
• Ability to work under pressure, meet deadlines, and handle multiple tasks in a fast-paced environment.
• Experience working in a team-oriented, collaborative environment.
• Ability to compromise when merited, as well as exercise good judgment
• Ability to work independently, proactively, and establish ownership of issues.
• Demonstrated interpersonal skills, able to foster strong relationships internally and externally.
• Desire to grow and evolve the position.

Performance Metrics

• All tickets are properly scheduled according to our internal-facing SLAs.
• Manager and peer review of goal achievement.
• Coachability, willingness to work as a member of a team.
• Detailed ticket notes at every relevant step of dispatch.
• Dispatch portal is properly maintained. Tasks do not “fall through the cracks”.

Physical Demands

• Sitting or Standing for Long Periods: Ability to remain seated or standing at a workstation for extended durations, with regular breaks to prevent fatigue.
• Viewing a Computer Monitor: Sustained ability to focus on a computer screen for tasks such as reading, typing, and data entry, with appropriate lighting and screen settings to reduce eye strain.
• Digital Dexterity and Hand/Eye Coordination: Proficient use of hands and fingers to operate office equipment, including frequent alpha/numeric keyboarding, mouse usage, and handling other peripherals.
• Oral Communications: Engaging in clear and effective verbal communication over the phone, video calls, and occasionally in person, requiring strong speech and active listening skills.
• Use of Peripheral Devices: Handling and operating devices such as a mouse, headset, and other computer accessories with precision.
• Basic Ergonomic Adjustments: Ability to adjust seating, monitor height, and other workstation elements to maintain comfort and reduce physical strain.
• Environmental Awareness: Maintaining a workspace free from excessive noise and distractions to ensure focus and productivity.
• Occasional Lifting and Moving: Ability to lift and move light objects, such as laptops, documents, and office supplies, as needed.
• Periodic Travel to Customer Offices: Willingness and ability to travel to customer offices as required, which may involve air travel, driving, ride-sharing, or using public transportation.
• Periodic Travel to Xantrion’s Office: Willingness and ability to travel to Xantrion's office or shared workspace as needed, which may involve air travel, driving, ride-sharing, or using public transportation.

Company Policy and Procedure Compliance

• Follow and support company policies and procedures as well as all local, state, and federal laws.
• Always maintain confidentiality of company and customer records and information.
• Maintain a professional image, adhering to Xantrion’s dress code.
• Must have an existing cell phone (running current Android or iOS).
• If applicable Xantrion will provide a cell phone, internet connection, and home office equipment allowance. See the Xantrion Handbook for details.

When Working Remote

• Must have a reliable, high-speed internet connection that effectively supports work responsibilities, including video conferencing.
• Must have a dedicated, secure, and private workspace. Unless arranged by Xantrion, shared work environments, such as coworking spaces, are unacceptable. Client information must always be kept private.
• Must use Xantrion-provided PC and headset to execute job functions.