Dispatcher/Administrative Assistant

Stony Inspection Services Inc.

Location: Stony Plain, Alberta – North Business Park

Position: Full-Time, Permanent

Schedule: Monday to Friday, 8:00 am to 4:30 pm (in-person)

About Us

Stony Inspection Services Inc. is a family-owned company based in Stony Plain, Alberta, providing structural inspection and non-destructive testing (NDT) services to clients across a range of industries.

Our services include structural inspection of equipment such as man lifts, forklifts, cranes, attachments, and construction equipment.

We are a small, close-knit team and are looking for a dependable and highly organized Dispatcher/Administrative Assistant to coordinate our daily inspection jobs, communicate with customers and field technicians, and support the administrative side of our services.

About the Role The Dispatcher/Administrative Assistant is a key coordination point between our customers, field technicians, engineers, and office.

A significant part of each day will involve answering customer phone calls and emails, scheduling inspection jobs, organizing job information, assigning jobs to the appropriate technicians, and communicating job details and schedule changes to technicians throughout the day.

This is an active dispatch and administrative position. Priorities can change throughout the day as customers call, new inspection requests come in, schedules change, or technicians require additional information. The successful candidate will need to be comfortable managing calls and emails while keeping jobs, schedules, and information organized and accurate.

Between customer calls, emails, scheduling, and dispatching responsibilities, the successful candidate will assist with the paperwork and documentation associated with completed inspection jobs. This includes sending inspection reports to engineers for review and qualified stamping and, once approved, sending the completed documentation to the customer.

Because much of our work involves inspection and engineering documentation, strong attention to detail, communication, organization, reliability, and follow-through are essential.

Previous experience in the inspection or engineering industry is not required. Training on our processes, services, and industry terminology will be provided.

The initial focus of training will be on customer communication, scheduling inspection jobs, dispatching and coordinating technicians, and managing inspection reports and related documentation. Once the successful candidate has become confident and proficient in these core responsibilities, they will gradually be trained to assist with additional office functions, including invoicing and related administrative tasks.

Key Responsibilities

Customer Service, Scheduling & Dispatch

· Answer incoming customer phone calls and emails throughout the day in a professional and timely manner

· Receive customer requests for inspection services and gather the information required to schedule the job

· Schedule inspection jobs based on customer requirements, technician availability, location, and job priorities





· Organize job details and ensure technicians have the information they need to complete each assignment

· Assign and dispatch inspection jobs to field technicians

· Communicate job information, locations, customer details, timing, and other relevant instructions to technicians

· Maintain regular communication with technicians throughout the day regarding new jobs, schedule changes, cancellations, delays, and other updates

· Adjust schedules and priorities as new customer requests or unexpected changes arise

· Keep customers informed regarding scheduling and other relevant job information

· Follow up with customers and technicians when additional information is required

· Maintain an accurate and up-to-date schedule of inspection jobs

Inspection Reports & Documentation

· Organize and track paperwork associated with inspection jobs

· Send completed inspection reports and required documentation to engineers for review, approval, and professional stamping

· Track reports that are awaiting engineering approval and follow up as required

· Once approved, send completed inspection reports and documentation to customers

· Ensure the correct report, customer, job information, attachments, and approvals are in place before documentation is released

· Maintain accurate electronic and paper filing systems

· Enter and update customer, job, inspection, and scheduling information

· Assist with document preparation, scanning, filing, emailing, and record keeping

General Administration & Future Responsibilities

· Provide general administrative and office support as required

· Complete administrative and paperwork-related tasks between customer calls, emails, and dispatching responsibilities

· Help ensure customer requests, documentation, and administrative tasks are followed through to completion

· Once fully trained and proficient in the core dispatching and administrative responsibilities of the position, gradually learn and assist with invoicing and related office processes

· Take on additional administrative responsibilities over time as knowledge of the business, customers, and internal processes develops

What We're Looking For

This position is best suited to someone who enjoys being busy, communicating with people, and coordinating multiple moving pieces throughout the day.

The ideal candidate will have:

· Strong telephone and email communication skills

· Confidence communicating regularly with both customers and field technicians

· The ability to stay organized while handling frequent calls, emails, interruptions, and changing priorities

· Excellent attention to detail and a commitment to accuracy

· Strong organizational and time-management skills





· The ability to prioritize urgent scheduling and dispatch requirements while keeping track of administrative work that still needs to be completed

· A professional, friendly, and helpful approach when communicating with customers

· The ability to gather accurate information from customers and communicate it clearly to technicians

· Strong computer skills and confidence working with email, documents, spreadsheets, calendars, PDFs, and office software

· The ability to work independently while also contributing to a small team

· A willingness to learn our processes, terminology, and industry requirements

· Strong follow-through and the ability to keep track of jobs and documentation from the initial customer request through to completion

· A strong sense of responsibility and reliability

· Consistent attendance

· The ability to remain calm, professional, and organized when schedules change or several requests need attention at the same time

Previous dispatching, scheduling, customer service, administrative, or office experience would be an asset, but training will be provided to the right person.

We do not expect the successful candidate to learn every aspect of the position at once. Training will initially focus on the core functions of the role: answering customer calls and emails, scheduling inspection jobs, organizing job information, dispatching technicians, communicating schedule and job details, and processing inspection documentation.

As the successful candidate becomes comfortable and demonstrates accuracy and independence in these areas, additional responsibilities, including invoicing, will be introduced gradually.

Additional Requirements

· Reliable transportation to and from our office in the North Business Park in Stony Plain is required

· Ability to work regular weekday office hours in person

· Comfortable working in a small, team-oriented office environment

· Comfortable spending a significant portion of the workday communicating by telephone and email

· Comfortable working in a role where priorities and technician schedules may change throughout the day

What We Offer

· Full-time, permanent employment

· Regular Monday-to-Friday office hours

· A benefits plan

· Structured on-the-job training, with responsibilities introduced progressively

· Time to learn and become confident with the core scheduling, dispatching, and documentation processes before taking on additional responsibilities such as invoicing

· A stable position with a well-established, family-owned local business

· A friendly, small-team working environment

· A varied role combining customer service, dispatching, scheduling, coordination, and administration

· The opportunity to develop additional skills and take on broader office responsibilities over time

Apply

If you are an excellent communicator who is organized, dependable, detail-oriented, and comfortable coordinating a busy daily schedule, we would like to hear from you.

Please submit your resume outlining your relevant experience and qualifications.

Pay: $27.00 per hour

Benefits

- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking

Work Location: In person

📌 Dispatcher/Administrative Assistant (Stony Plain)
🏢 Stony Inspection Services
📍 Stony Plain